management cloud oracle student€¦ · author: anindita basu, lisa ginardi, kathy hearn, dinesh...

Oracle StudentManagement Cloud

Using Student Management

20A

Oracle Student Management CloudUsing Student Management

20APart Number F24456-03Copyright © 2011, 2020, Oracle and/or its aliates. All rights reserved.

Author: Anindita Basu, Lisa Ginardi, Kathy Hearn, Dinesh Nair, Jennifer Plaza

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Contents

Preface i

1 Overview 1Overview of Using Student Management ................................................................................................................................ 1

2 Person 3Manage Persons ............................................................................................................................................................................ 3

3 External Organizations 5Manage External Organizations ................................................................................................................................................ 5

4 Admissions 7Design Admissions Application Forms .................................................................................................................................... 7

Manage Submied Applications ............................................................................................................................................... 8

Enable Program Application by Proxy ..................................................................................................................................... 9


5 Curriculum 11Overview of Academic Periods ................................................................................................................................................. 11

Academic Periods ......................................................................................................................................................................... 11

Academic Sta Assignments .................................................................................................................................................... 12

Curriculum Templates ................................................................................................................................................................ 13

Overview of Courses ................................................................................................................................................................... 13

Create Courses ............................................................................................................................................................................. 14

Add Descriptive Text for Courses ............................................................................................................................................ 15

Add Administrative Data for Courses ..................................................................................................................................... 15

Add Credit Details for Courses ................................................................................................................................................. 17

Schedule Courses ........................................................................................................................................................................ 18

Create Course Lists .................................................................................................................................................................... 20

Create Academic Groups ........................................................................................................................................................... 21

Overview of Programs ............................................................................................................................................................... 22

Create Programs ......................................................................................................................................................................... 22

Add Basic Information for Programs ..................................................................................................................................... 23

Add Aributes for Programs .................................................................................................................................................... 24

Add Administrative Controls for Programs .......................................................................................................................... 24

Create a Program Structure ..................................................................................................................................................... 26

Edit Programs .............................................................................................................................................................................. 27

Design Advisement Plan Templates ....................................................................................................................................... 28

6 Learners 31Overview of Student Programs Management ....................................................................................................................... 31

Add Student Programs ............................................................................................................................................................... 31

Set a Primary Student Program ............................................................................................................................................... 33

Pause and Resume Student Programs .................................................................................................................................. 33

Switch Student Programs ......................................................................................................................................................... 34

Complete Student Programs .................................................................................................................................................... 35

End Student Programs .............................................................................................................................................................. 35

Delete Student Programs .......................................................................................................................................................... 36

Overview of Student Enrollment Management .................................................................................................................... 37

Add Scheduled Courses ............................................................................................................................................................ 37

Drop Scheduled Courses ........................................................................................................................................................... 38

Manage Student Credentials ................................................................................................................................................... 40


7 Rosters 41Rosters Management ................................................................................................................................................................. 41

8 Finances 43Manage Student Financials System Options ........................................................................................................................ 43

Tuition Calendars ........................................................................................................................................................................ 43

Tuition Schedules ....................................................................................................................................................................... 45

Student Fees ................................................................................................................................................................................ 46

Curriculum Costs ........................................................................................................................................................................ 48

Student Financials Academic Periods .................................................................................................................................... 49


Preface

i

PrefaceThis preface introduces information sources that can help you use the application.

Using Oracle Applications

HelpUse help icons to access help in the application. If you don't see any help icons on your page, click your user imageor name in the global header and select Show Help Icons. Not all pages have help icons. You can also access the OracleHelp Center to nd guides and videos.

Watch: This video tutorial shows you how to nd and use help.

You can also read about it instead.

Additional Resources

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Preface

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Documentation AccessibilityFor information about Oracle's commitment to accessibility, visit the Oracle Accessibility Program website.

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Chapter 1Overview

1

1 Overview

Overview of Using Student ManagementIn Student Management you can support your students' learning experience, manage your student data withstreamlined ows, and meet your tracking and reporting requirements. Use the Academics work area to complete allthese activities.Here are some of the things you can do in the Academics work area:

• Manage person details.

• Manage external organizations.

• Design admissions application forms.

• Manage submied applications.

• Manage curriculum items such as courses and programs.

• Manage student programs, enrollment, and credentials.

• Manage scheduled course and grade rosters.

• Design academic plan templates.

• Manage fees, discounts, and schedules.

• Manage student accounts.


Chapter 1Overview

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Chapter 2Person

3

2 Person

Manage PersonsAs an administrator, you can manage information about persons associated with your academic institution. Forexample, you can view, add, or update personal information of applicants and students, including name, address,gender, date of birth, emergency contacts, and so on.

To manage persons, use these work areas:

• Person Search: Click Navigator and in the Academics area, click Person Search.

• Manage Person Prole: Click Navigator and in the Academics area, click Person Proles.

Here's what you can do in Person Search:

• Search for a person.

• View or edit personal information, such as name and contact information.

• View a summary of academic data related to the person, such as the enrolled academic program.

• View any assigned service indicators.

• View communications sent to the person, such as an applicant admied conrmation. Resend acommunication, if needed.

• View admissions applications of a person.

• Assign a task or checklist to a person. Review the tasks and complete a task on behalf of the person.

• View the locale preferences of the person, such as preferred date format and time format.

Here's what you can do in Manage Person Prole:

• Create a person.

• View, assign, or remove service indicators or person tags.

• View or edit national identication number, such as SSN.

• View or edit residency information to specify whether student is a resident of the state, province, or countrywhere your institution is located.

• Add an associated learner's account (such as a minor child) to a person prole. The person can then apply foradmission and pay application fees on behalf of their learner.

How You Create Person RecordsAll students and applicants have a person record. A person record is automatically created when an applicant or studentsigns up as a new user.

As an administrator, you can manually create a person record on the Manage Person Prole work area. For example,you can create a person record for a faculty member. To create a person record, click Create Prole on the work area.

Each person record is identied by a constituent ID. In an academic institution, constituents are persons such asapplicants, students, or faculty members. When you search for a person, the results may show a mix of records with andwithout constituent IDs. The ones with constituent IDs are active in Student Management. Those with no constituent


Chapter 2Person

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IDs in the search results aren't active in Student Management but they're active in the other products, such as OracleFinancials Cloud Service and Oracle Global Human Resources Cloud Service.

Tasks and ChecklistsYou can assign a task and a checklist to an individual person. Retrieve the person in the Person Search work area,assign a task or a checklist from the Actions menu, apply additional conguration seings, and then complete the taskassignment. You can modify the due dates at the time of task assignment, and associate admissions applications withthe task, as well as enable and disable communications. By default, communication events are triggered at the time ofassignment of a task and completion of a task. Also, if set up, communications are automatically sent to remind aboutthe due date for a task.

You can view the individual tasks, as well as checklists with their accompanying tasks, assigned to a student orapplicant. Locate the student using the Person Search work area, and then click the To-dos tab. The tab highlightswhich tasks are upcoming and need aention; it also keeps the completed task history for the person. You will see allincomplete or completed tasks assigned to the student, whether individual tasks or part of a checklist. Click any task todrill down into its details and view its progress. You can also complete tasks or checklists on the person's behalf. If thetask is a document submission task, you can upload the document or download the submied documents. Upload onlya PDF document with a maximum size of 5 MB.

Delete Personal InformationYou can't delete a person record but you can delete some of the personal information using the Person Search workarea. Here are some examples of the personal information that can be deleted:

• An email address if more than one email address exists for the person.

• A phone number if more than one phone number exists for a person.

• An address if more than one address record exists for a person.

Service Indicators and Person TagsTo assign, view, or remove service indicators or person tags, search for the person in the Manage Person Prole workarea. Select the person in the search results, click Actions, and click Assign Service Indicators or Assign Person Tags.


Chapter 3External Organizations

5

3 External Organizations

Manage External OrganizationsExternal organizations can include high schools, universities, sponsorship organizations, and so on.

Here are examples of how external organizations are used:

• Applicants select the high school or university where they studied when lling out an online application.

• Organizations can sponsor students.

You use the External Organizations work area to manage external organizations. To open the External Organizationswork area, click Navigator, and in the Academics area, click External Organizations. Here's what you can do in thiswork area:

• Create an external organization.

• Search for an external organization.

• Maintain organization details such as addresses and contacts.

• Select a primary location and contact person for the organization.

• Add organization identiers that agencies, such as College Board, assign to an organization.

• Inactivate an organization.

• Maintain subjects and courses taught at an external organization.

Dierence Between Party ID and Organization IdentiersEach external organization is identied by a party ID. When you create an external organization, the cloud applicationautomatically assigns a party ID. Party ID is dierent from organization identiers. External agencies assign organizationidentiers to enable information exchange and reporting across educational institutions. Use the Identiers tab to addan organization identier. Here are some examples of organization identiers:

• A CEEB code that's assigned to a high school or college. These codes are used mostly in college entranceexams such as the SAT.

• A NCES code that enables school ocials to obtain the correct name, address, phone number, and othercharacteristics of a public school or school district. A NCES code is used in reporting institutional data throughthe Integrated Post-secondary Education Data System (IPEDS).

History of Locations, Organization Identiers, and ContactsYou can view the history of previously removed external organization locations, identiers, and contacts. The ViewHistory icon is available on the Locations, Identiers, and Contacts tabs of the external organization page if at leastone location, identier, or contact has been removed. You can remove a location, identier, or contact on the sameexternal organization page. End date, shown on the history page, is the date when you removed a location, identier, orcontact.


Chapter 3External Organizations

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Chapter 4Admissions

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4 Admissions

Design Admissions Application FormsAdmissions managers and their sta can create a variety of admissions application forms using Form Builder.Prospective students then complete these program-specic application forms when they apply to your institution. Youcan tailor each application to a program's requirements, and continue to edit their content even after students submitthem.

To view and edit existing admissions forms and also create new ones, click Navigator and in the Academics area, clickAdmissions > Form Inventory.

Edit a FormTo open and review a form, click a Form Name. To make changes to a form's content or layout, click Design.

On the Design page:

• When you click a section of the form it becomes editable.

• When you select a section or a eld, the Properties dialog box becomes available.

Here are some changes you can make using the editable form and properties:

• Change the name or label of a section or eld.

• Add additional descriptive text under a section name.

• Reorder sections or elds within a section.

• Add and remove elds from a section.

• Indicate whether a eld is required.

When you're done, click Preview to see your design changes before saving or publishing.

Note: Use the Application Composer, part of the Applications Core Conguration task, to create your ownelds. You can the add those elds to an application form while working on the Design tab.

Build a New FormClick Build Form to create a new application form, or click Duplicate for an existing form to start a new unpublishedform based on that one.

Here, Form Builder takes you to the Details tab, where you must rst name the new application form and associate itwith these specic aributes:

• Institution.

• Campus.

• Academic level (such as undergraduate or non-degree).

• Admit type (such as new student or transfer).

• Admit start type (such as a specic start date or range).

• Academic group (such as the School of Nursing or College of Fine Arts).


Chapter 4Admissions

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• Academic program associated with the academic group.

All these details become associated with the form when you save it. The Design and Preview tabs for this form work thesame for new forms as they do when editing existing ones.

When you're satised with the application form's content and layout, select Unpublished to make it visible to end usersand applicants.

Related Topics

• Overview of Applications Core Conguration

• Implement Student Admissions

Manage Submied ApplicationsAdmissions managers can review the list of all prospective students who have applied to your institution. From there,you can drill down into a completed application form to review or edit its details and make an admissions decision.

To view a list of submied admissions applications, click Navigator and in the Academics area, click Admissions >Applications. You can sort the applicants using any of the following:

• The application form they used (the form name).

• The program or academic group they applied to.

• The application status or evaluation status.

• The form's creation or submission date.

Review an ApplicationClick Applicant Name to open and review an admissions application and its associated aachments.

You have a lot of options here:

• Change an application's evaluation status.

• Assign yourself as the admissions reviewer.

• Assign a new checklist to the application, which triggers an email to the applicant with a list of items to submitor further steps to complete.

• Directly edit application content on behalf of the prospective student, including adding new aachments orrecommendation details.

• View and download any les aached to the application.

Evaluate an ApplicationWhen an application is assigned to you -- either after you have assigned yourself or someone else has assigned you toit -- click Evaluate to begin the admissions review process. After this step you can't edit the application's content, butyou can still update the evaluation status.

Here are some actions you take when you evaluate an application:

• Review all submied content.

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Chapter 4Admissions

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• Assign an evaluator.

• Create checklists to collect additional information required to make an admissions decision.

• Track when checklist tasks are complete and monitor the emails that the checklist generates to applicants.

• Enter an admissions decision.

When you're nished, select your Admissions Decision (such as admit, deny, or waitlist) and enter any additionalcomments associated with your decision before saving. Admissions application action reasons are set up using theManage Admissions Application Action Reasons task in Functional Setup Manager.

Students can monitor their application throughout the evaluation process, and respond to checklist task requests, usingthe self-service Applicant Dashboard.

Related Topics

• Dene Admissions Application Action Reasons

Enable Program Application by ProxyYou can allow users to apply to your institution on behalf of another learner, such as a parent submiing an applicationfor their child. This functionality is available for all new and existing application forms. Before a user can complete anapplication by proxy, they must add the associated learner to their account by using Person Prole. Then, at applicationtime Form Builder asks which user account the application is for, and associates the appropriate person ID to the restof the application process. The proxy can create, view, and update the associated learner's application as well as theirperson prole.

Related Topics

• Manage Persons

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Chapter 4Admissions

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Chapter 5Curriculum

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5 Curriculum

Overview of Academic PeriodsAn academic period is the date foundation for scheduling courses and student enrollment. It sets the parameters forwhen a student searches for courses, adds to the shopping cart, and enrolls.

The academic period feature oers maximum exibility for your institution. For example, you can set up a fall term withmany courses that follow the same deadline dates or a three-day course with dates that apply only to that course. Youcan also group academic periods together. Here's an example:

• Create academic periods for:

◦ Self-paced courses

◦ An honors seminar series

◦ Traditional courses

◦ Competency-based programs

• Group these periods into a period for reporting purposes.

To create academic periods, complete these tasks:

1. Manage Academic Period Aributes in the Setup and Maintenance work area, Student Management oering.2. Manage Academic Period Proles in the Setup and Maintenance work area, Student Management oering.3. Manage Academic Periods (Curriculum, Actions).

Related Topics

• Academic Period Aributes

• Academic Period Proles

Academic PeriodsAn academic period is a grouping of key dates into a period (for example, a semester) which you can then apply tocourses that share deadlines. You can associate dierent academic periods with each other. For example, if you createacademic periods for fall and spring semesters, you can associate those periods with a reporting period for the calendaryear which includes holidays and a nancial reporting period. You can use the Publish to Calendar check box to pushthe period dates out to a student's calendar.

Before you create academic periods, complete these tasks:

1. Use the Manage Academic Period Aributes task to view predened academic period aributes and create yourown aributes.

2. Use the Manage Academic Period Proles task to create academic period proles.

In the Navigator, in the Academics section, click Curriculum > Actions > Manage Academic Periods.

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Chapter 5Curriculum

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When you create a period with a category of academic or academic self-paced, you must associate that period with areporting period. After you associate the period with a reporting period, the academic or academic self-paced periodautomatically displays in the Child Periods tab of the reporting period.

The Academic Level tab is available only when the period category is academic reporting. Associate an academic levelwith a reporting period so that you can group and sequence reporting periods to display curriculum data in the studentplanner.

Period DatesWhen you select a prole, the related aributes and calculation rules automatically appear in the Period Dates tab,based on the academic period prole setup.

Here are some key points about date calculation:

• Click the Calculation Rules link to view the rules that are dened for the period prole.

• After you enter period start and end dates, click the Calculate Dates buon to automatically calculate dates foraributes for which rules are dened on the prole.

• After you automatically calculate dates, manually enter dates for the remaining aributes.

• For a self-paced prole, the self-paced scheduled course end date is calculated based on the student's startdate and isn't calculated or entered on the academic period.

Rapid ImplementationYou can also create academic periods using the Rapid Implementation process. Use the Create Academic Periods inSpreadsheet task and the Upload Academic Structures in Spreadsheet task in the Setup and Maintenance work area,Student Management oering.

Related Topics

• Academic Period Aributes


• Rapid Implementation for Oracle Student Management Cloud

Academic Sta AssignmentsYou must create a sta assignment for each academic institution and academic organization that oers courses orprograms. You can create assignments only for sta members who already exist in the TCA Party table as a person.

In the Setup and Maintenance work area, use the Manage Academic Sta task:

• Oering: Student Management

• Functional Area: Academic Structures

As an administrator, click Navigator, and in the Academics section, click Curriculum > Actions > Manage Sta.

To create a sta assignment or edit an existing assignment, search for and select a sta member.

Note: You must associate all owners (course), sta (scheduled course), and advisors (student program) withthe appropriate academic institution and academic organization.



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Chapter 5Curriculum

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You can optionally assign sta to a subject area, catalog number, and campus. You can also add biographicalinformation about the sta member and format that information.

Rapid ImplementationYou can also create academic sta assignments using the Rapid Implementation process. Use the Create AcademicSta in Spreadsheet task and the Upload Academic Structures in Spreadsheet task in the Setup and Maintenance workarea, Student Management oering.

Related Topics

• Academic Institutions

• Campuses

• Academic Subjects

• Academic Organizations


Curriculum TemplatesCreate curriculum templates to dene course data and lessen data entry requirements when a user creates andschedules courses. You can create as many templates as you need.

In the Setup and Maintenance work area, use the Manage Curriculum Templates task:


• Functional Area: Curriculum Structures

As an administrator, click Navigator, and in the Academics section, click Curriculum > Actions > Manage CurriculumTemplates.

Many elds on the Curriculum Templates page are the same as the elds on the Create Course page. The commonelds are discussed in the topics about courses and scheduling courses. This topic discusses elds that are specic tothe Curriculum Templates page.

• Select the Allow Update check box to indicate that a eld can be edited when a user creates a course with thetemplate.

• The Require Entry check box is selected and can't be edited for elds that are required by the data model or aninternal process. For other elds, select the check box to indicate that a eld is required when a user creates acourse with the template.

• The values that you enter in the Default eld appear on the Create Course page when a user creates a coursewith the template.

• You can upload an image for a curriculum template. The image is for the template only, not the courses thatyou create using the template. The template image can help users quickly identify a template in the list oftemplates on the Course Templates landing page. When you create a course using the template, you canupload an image for the particular course.

Related Topics


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Chapter 5Curriculum

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Overview of CoursesCreate and schedule courses in which students can enroll.

To create a course, enter this data:

• Initial setup data such as build status

• Descriptive text information

• Administrative data

• Credit details

• Scheduling information

You can also create courses using the Rapid Implementation process. Use the Create Curriculum Items Conguration inSpreadsheet task and the Upload Curriculum Registry Conguration in Spreadsheet task in the Setup and Maintenancework area, Student Management oering.

Related Topics


Create CoursesCreate and schedule courses in which students can enroll. You must create courses before you create course lists,academic groups, and programs. You can create a course using a template, to lessen data entry, or create a coursewithout a template. You can select an image for the course to display in self-service pages.

Click Navigator, and in the Academics area, click Curriculum > Courses.

Curriculum TemplatesIf you create a course using a template, some elds already contain data. Whether you can edit the data depends on thetemplate setup.

Build StatusSelect a build status from the statuses you dened in the Manage Curriculum Build Statuses task. For example,when you rst create a course, you might select a build status of Pending and later, a build status of Available forScheduling. When you select a build status, a value of Active or Inactive appears in the Course Status eld, based onthe setup mapping. Only active courses are available in the self-service catalog.

Summary and Scheduling InformationAfter you complete the initial setup for the course, continue to create and schedule the course using the Summary andScheduling Information tabs. This setup is discussed in other course topics.



Chapter 5Curriculum

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Rapid ImplementationYou can also create courses using the Rapid Implementation process. Use the Create Curriculum Items Conguration inSpreadsheet task and the Upload Curriculum Registry Conguration in Spreadsheet task in the Setup and Maintenancework area, Student Management oering.

Related Topics• Rapid Implementation for Oracle Student Management Cloud

Add Descriptive Text for CoursesWhen you create a course, enter descriptive text to provide course information for sta, students, and guests.

Enter a course description which is visible in self-service pages, such as the catalog. You can enter other informationsuch as course requirements or course materials. Select the Display check box for this information to display in self-service pages.

Select the Display on student's record check box to indicate which descriptive text about a course displays on astudent's enrollment record. For example, you might display information about course requirements but not coursematerials.



Add Administrative Data for CoursesWhen you create a course, enter administrative data to determine the availability of the course in self-service pages,and provide information about ownership and fees.

Select Available in search and Allow save to wish list to indicate that guests and students can search for a course andadd it to their wish list from self-service pages.

Enrollment PermissionsSet up enrollment permissions to require students to obtain permission to enroll in a course.

Here are the permission options:

• Whether a student must obtain permission to enroll in the course.

• The type of permission, such as instructor or advisor.

• Whether a student can request permission.




Chapter 5Curriculum

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You can also set up permissions for a scheduled instance of a course rather than permissions at the course level.

TagsAach curriculum tags to courses to inuence what happens in self-service pages:

• You must aach an Area of Study tag and value such as Art or Business to a course to ensure that guests andstudents can browse for the course. Courses are listed by area of study in the catalog.

• You must aach a Featured Catalog tag and value to a course to ensure the course displays in categories suchas New or Popular on the guest and student home page.

If you don't aach curriculum tags, guests and students can search for courses, but using only the keyword search.

OwnerYou can add a course owner.

• Sta are available based on the Manage Academic Sta setup.

• Role access:

◦ Select Grader to identify sta members who can access the grade roster and post grades.

◦ Point of contact information is used on externally facing user interfaces such as browse catalog.

• Select the Primary check box to indicate that the person is the primary instructor for the course.

• If you select the Back Oce Only check box, information about the sta person, such as contact details,doesn't appear in student self-service pages.

FeesYou can aach fees such as a course fee or materials fee if required. Or you can aach fees when you schedule thecourse.

Select the Pay to enroll check box to indicate that students must pay for the course before they enroll in it, such as forContinuing Education enrollment and payment ows. Here's what happens in self-service:

• If you select the check box and aach a fee for the course or scheduled course, the fee shows in self-servicepages.

• If you select the check box and don't aach a fee for the course or scheduled course, Free shows in self-servicepages.

• If you don't select the check box (for example for a course that's part of a traditional enrollment ow), no feeinformation shows in self-service pages.


Related Topics• Curriculum Tags• Student Fees

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Add Credit Details for CoursesWhen you create a course, enter credit details. Select a predened type of credit, and enter minimum, maximum, andbilling units for the course. You can also add result types and prerequisites for the course.

Variable Unit CoursesYou can indicate variable units for a course such as a minimum of 3 and a maximum of 4. Students can then select thenumber of units to enroll in. An example is a course where the units vary based on the amount of work a student isrequired to complete.

Result Types and Result SetsA result type of Course Result is added automatically for a course. This is based on the predened association of aCourse Result type with a valid curriculum type of Course on the result type setup. You can add other result typeswhich have a valid curriculum type of Course. Select one or more result sets from those created using the Create ResultSets task.

RepeatsSet up enrollment repeat checking to control what happens when a student tries to enroll in a previously completedcourse. Complete the setup for both the academic level and the course.

Repeat limits are enforced only on enrollment. Here's what repeat means: A student enrolls in a course and a matchingentry is found in the student's enrollment history that shows that the student has previously enrolled in the samecourse.

1. In the Manage Academic Levels task, select an enrollment repeat option to determine how the enrollmentprocess handles course repeats at a particular academic level.

2. Set repeat checking limits for the course:

◦ Whether a student can repeat a course.

◦ How many times a student can repeat (complete) a course.

The maximum number of completions includes the original and repeat completions.

◦ How many units a student can earn for multiple completions of a course.

The maximum number of units includes units earned in the original and repeat completions.

◦ Whether a student can enroll in multiple instances of a course in the same enrollment period. Forexample, a student might be approved to take two dierent History independent studies, each with adierent supervisor and topic area title.

A student is considered to have completed a course if the student previously enrolled in the course (the student'senrollment status was Enrolled).



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RequisitesYou can add courses or programs as prerequisites for a course. If a course has both course and program prerequisites, astudent must meet all prerequisites to enroll in the course.

When you add a course prerequisite, select a requisite scheme from those dened in the Create Requisite Schemes task.The mapping of course outcome to requisite status in that setup task inuences what happens when a student enrollsin a course which has a prerequisite.

An example of a program prerequisite is an Economics major as a prerequisite for enrollment in an Economics course.


Related Topics

• Result Types

• Requisite Schemes


• Academic Levels

Schedule CoursesWhen you create a course, the nal step is to schedule the course. Students can search for and enroll in scheduledcourses.

Schedule StatusThe Schedule Status eld is similar to the Build Status eld on the Create Course page. Select a status such asAvailable for Enrollment or Canceled. When you select a schedule status, a value of Active or Inactive automaticallyappears in the Curriculum Build Status eld. Only scheduled courses with an active build status are available in theself-service catalog.

EnrollmentSet up enrollment and waitlist capacities and enrollment permissions.

• The enrollment capacity data that you enter is used in validations that run when a student tries to enroll ina course. The number in the Total Enrollment eld changes as students enroll. In the self-service catalog,

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students see a Seats Left visualization when the total enrollment reaches at least 80 percent of the enrollmentcapacity for the scheduled course.

• Use the Waitlist Capacity eld to set waitlist limits. The number in the Waitlist Count eld changes as studentsadd themselves to the waitlist for a scheduled course which is full. A scheduled course has an enrollment statusof Waitlist Available when no seats are available but there is room on the waitlist.

• You can set up enrollment permissions for a scheduled instance of a course instead of permissions at thecourse level. For example, course Math 101 doesn't require permission. But for the scheduled instance Math101-A, the student must meet with the course instructor before enrolling.

Meeting InformationUse exible meeting scheduling to set up recurring meetings and multiple meeting paerns for a course. For example,you can schedule meetings for a course on the second Thursday of each month and on alternate Tuesdays. You canuse an existing facility or create a single use location. After you create meetings, you can publish the meetings tostudents' calendars.

Meeting Location MapUse the Manage Administrator Prole Values page to control the display of the map for the scheduled course meetinglocation.

1. On the home page, click Setup and Maintenance.2. Click the Tasks panel tab.3. Click Search.4. Search for Manage Administrator Prole Values.5. In the Prole Option Code eld, enter HER_MAPS_INTEGRATION and click Search.6. In the Prole Value eld:

◦ If you enter Y, the map icon displays in self-service pages.

◦ In you enter N, the map icon doesn't display in self-service pages.

Control DatesSelect an option to indicate how control dates, such as the last date to drop a course, are assigned:

• Manual entry: Enter the control dates manually.

• Academic period: Select an academic period. The aributes and dates associated with the period are displayedand you can't edit them.

• Period prole:

◦ Select a period prole that's relevant for a scheduled course (a prole for which the pivot date is thescheduled course start date, scheduled course end date, or current date). The aributes and calculationrules associated with the prole are displayed.

◦ Calculate the dates.

◦ Override the dates as needed.


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Note: You must associate a scheduled course with a reporting period. The enrollment statistics for thescheduled course are associated with the reporting period. If you select a control dates option of academicperiod, the reporting period automatically displays based on the period setup. If you select the manual entryor period prole option, select a reporting period.

How Control Dates Impact Self-Service PagesControl dates inuence whether scheduled courses appear in self-service pages and whether students can addscheduled courses to their wish list and shopping cart:

• Scheduled courses appear in the Catalog if today's date is within the Catalog Search start and end dates.

• Students can save a scheduled course to their wish list if today's date is within the Wish List start and enddates.

• Assuming that the enrollment capacity hasn't been reached, students can add a scheduled course to their cart ifboth these conditions are met:

◦ Today's date is within the Shopping Cart start and end dates.

◦ Today's date is within the Enrollment start and end dates.

FinancialsYou can add fees such as scheduled course fee or materials fee for the scheduled course. You can also specify other feeand cost information.

An academic period fee is calculated based on the summarized billing units of courses in which a student is enrolled fora specic reporting academic period. You can exclude the billing units for a course from the calculation.

Curriculum costs are used to evaluate the cost of delivery for your institution's return on investment calculations. Youcan add a cost such as instructor fees or university overhead.

Related Topics


• Student Fees

• Curriculum Costs

Create Course ListsCreate a course list to prescribe a list of courses that satisfy an academic requirement, such as the core requirements fora major. You use course lists when you create academic groups and programs.

Click Navigator, and in the Academics area, click Curriculum > Actions > Maintain Course Lists.

StructureIn the Course List Requirements section, you can enter free-form content, which is available to students in self-servicepages.



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When you build a course list structure, you can add courses and other course lists. Use the smart list search option tocreate a set of broadly dened search criteria and preview the search results.

The Requirement Category and Connectors features are works-in-progress and not yet ready to use.

ParametersYou can indicate the minimum and maximum units and number of courses for requirement categories, such as themaximum number of elective units. To use the student planner, you must enter parameters for the Total Units andCourses category. For example, in the planner, the tile for Major Electives for Childhood Studies displays 8 of 18units. The number 18 is based on the course list parameters setup: the minimum units for the total units and coursesrequirement category is 18. The number 8 is based on the total number of course units currently planned on thetemplate landing page.

Rapid ImplementationYou can also create course lists using the Rapid Implementation process. Use the Create Curriculum Items Congurationin Spreadsheet task and the Upload Curriculum Registry Conguration in Spreadsheet task in the Setup andMaintenance work area, Student Management oering.

Related Topics

• Requirement Categories


Create Academic GroupsAcademic groups are required for building programs. A program is usually owned by an entity at an institution suchas a college or faculty. These entities are academic groups. When you add a program to a student's record, youautomatically assign the student to an academic group. An academic group can also be a container for particularrequirements such as college-level requirements. For example, in addition to a program major, students have tocomplete requirements set by the college, such as general education units.

Click Navigator, and in the Academics area, click Curriculum > Actions > Manage Academic Groups.

StructureIn the Academic Group Requirements section, you can enter free-form content, which is available to students in self-service pages.

When you build your academic structure you can add courses and course lists.


ParametersYou can indicate the minimum and maximum units and number of courses for requirement categories, such as themaximum number of elective units. You must enter parameters for the predened Total Units and Courses category,which displays automatically.

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ResultsYou can add a result type. Only result types associated with the valid curriculum item type (in this case, academic group)are available. Dene result types using the Manage Result Types task.

Rapid ImplementationYou can also create academic groups using the Rapid Implementation process. Use the Create Curriculum ItemsConguration in Spreadsheet task and the Upload Curriculum Registry Conguration in Spreadsheet task in the Setupand Maintenance work area, Student Management oering.

Related Topics

• Requirement Categories

• Result Types


Overview of ProgramsUse the Create Program ow to create programs of study such as a certicate program, a major, or a minor.

To create a program, enter this data:

• Initial setup data such as build status

• Basic information

• Aributes

• Administrative controls

• Descriptive text

• Requirements and parameter

You can also create programs using the Rapid Implementation process. Use the Create Curriculum Items Congurationin Spreadsheet task and the Upload Curriculum Registry Conguration in Spreadsheet task in the Setup andMaintenance work area, Student Management oering.

Related Topics


Create ProgramsCreate programs of study such as a certicate program, a major, or a minor.

Before you create programs, create courses, course lists, and academic groups.

Click Navigator, and in the Academics area, click Curriculum > Programs.


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Build StatusSelect a build status, such as Open for Admission, from the statuses you dened in the Manage Curriculum BuildStatuses task. When you select a build status, a value of Active or Inactive appears in the Program Status eld, basedon the setup mapping. Only active programs are available in the self-service catalog.

Summary and StructureContinue to create the program using the Summary and Structure tabs. This setup is discussed in other program topics.

Rapid ImplementationYou can also create programs using the Rapid Implementation process. Use the Create Curriculum Items Congurationin Spreadsheet task and the Upload Curriculum Registry Conguration in Spreadsheet task in the Setup andMaintenance work area, Student Management oering.

Related Topics• Program Types• Curriculum Build Statuses• Display Curriculum Item Images• Rapid Implementation for Oracle Student Management Cloud

Add Basic Information for ProgramsWhen you create a program, enter information such as program type and campus.

You can add one or more campuses for a program. You can aach an image for the program to display in self-servicepages.

Program Type and Main ProgramWhether a program is a main program maers for managing student programs. For example, a student's programrecord must always include at least one main program for each academic group.

Here's how it works:

1. When you create a program type, indicate whether the program type is a main program. For example, indicatethat a major is a main program.

2. When you create a program, select a program type. For example, create a Biology program and select major asthe program type. The Biology major is then considered a main program for all downstream processes.



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• Program Types

Add Aributes for ProgramsWhen you create a program, add aributes such as academic group and credentials.

Academic LevelSelect an academic level for the program. For example, create a Biology major at the Undergraduate level.

Academic GroupSelect an academic group for the program. For example create a Biology major in the College of Natural Sciences. Ina student's program record, programs are organized by academic group. To maintain consistency across programoerings, you can select only an academic group with an academic level that matches the program level.

You can associate a main program with only one academic group. You can associate a program that isn't a mainprogram with more than one academic group or make it available to all academic groups.

CredentialsYou can add one or more credentials for a program. Credentials are degrees, diplomas, or certicates that students canearn after successful completion of their study. Credentials are recorded on a student's academic record.

The credential formal name is dened using the Manage Academic Credentials task, but you can edit the name whenyou add a credential to a program. For example, if the formal name is Bachelor of Arts, you might change it to Bachelorof Arts in History when you add the credential to a History program.

Sometimes, credentials are awarded to students as they proceed through their program of study as well as oncompletion of the program. For multiple credentials, you must select at least one nal credential to indicate that astudent completes the program when the student achieves this credential. You can add more than one nal credentialto a program, such as Bachelor of Arts and Bachelor of Science. For programs with multiple credentials, use the DisplaySequence eld to order credentials. This order is used in credential search and summary pages.


Related Topics

• Academic Levels

• Academic Credentials

• Overview of Oracle Student Management Cloud Implementation



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Add Administrative Controls for ProgramsWhen you create a program, add administrative controls such as whether admission is required and how programsdisplay in self-service pages.

Select Available in search and Allow save to wish list to indicate that guests and students can search for a programand add it to their wish list from self-service pages.

Use the Student Level Determination eld to determine a student's level within a program, based on the student'stotal number of completed and enrolled units. Student level and load are calculated based on enrollment units. Statisticsare stored on the Student Results page. To ensure level and load calculation occurs, you must also create level and loadresult sets and aach them to result types. Use the Manage Result Sets and Manage Result Types tasks.

Dierent enrollment models have dierent enrollment and payment processes. For example, Continuing Educationstudents might pay before they enroll in a course, using a typical internet shopping cart experience. For institutionsthat use a traditional enrollment model in which students plan their courses based on program requirements, studentsmight enroll in courses rst and be billed later. Select an enrollment mode of Shopping cart or Scheduler and apayment mode of Pay to enroll or Bill later. These elds are available and required only for main programs. Use theManage Program Types task to indicate main programs.

Admission ControlsIndicate how students are admied to a program.

Select the Admission required check box to identify a program as one to which students must be admied before theycommence study.

In Self-Service, a student applying to a traditional program can click the Apply buon to submit an online application ifthese things are true:

• In the program setup, the program is a main program (based on program type) and the Admission requiredcheck box is selected.

• In Admissions Form Inventory, a form is published for the program.

Select the Auto admit check box to identify a program as one to which students can be automatically admied whenthey submit a simple application. For example, a Continuing Education program might not have formal admissionrequirements such as proof of a high school diploma or completion of a bachelor's degree.

In Self-Service, a Continuing Education student can click the Apply buon to submit a simple online application and beautomatically admied to a program if these things are true:

• In the program setup, the program is a main program (based on program type) and the Auto admit check boxis selected.

• In Admissions Form Inventory, a form is published for the program.

Learning PackagesYou can set up a program so that students pay a at fee for the program and then enroll in the courses that belong tothe program. Students don't pay for individual courses.


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Complete these steps:

1. Select the Admission required check box.2. Select the Pay to access check box.

◦ In the Enrollment Mode eld, Shopping cart is automatically selected and you can't edit the eld.

◦ In the Payment Mode eld, Pay to enroll is automatically selected and you can't edit the eld.

3. Add a fee for the program.

TagsAach curriculum tags to programs to inuence what happens in self-service pages.

• You must aach an Area of Study tag and value such as Art or Business to a program to ensure that guestsand students can browse for the program. Programs are listed by area of study in the catalog.

• You must aach a Featured Catalog tag and value to a program to ensure the program displays in categoriessuch as New or Popular on the guest and student home page.

If you don't aach curriculum tags, guests and students can search for programs, but using only the keyword search.

StaYou can add sta for the program.

• Sta are available based on the Manage Academic Sta setup.

• Role access:

◦ Select Grader to identify sta members who can access the grade roster and post grades.

◦ Point of contact information is used on externally facing user interfaces such as browse catalog.

• Select the Primary check box to indicate the primary person for the program.

• If you select the Back Oce Only check box, information about the sta person, such as contact details,doesn't appear in student self-service pages.


Related Topics

• Curriculum Tags

• Overview of Oracle Student Management Cloud Implementation


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Create a Program StructureWhen you create a program, add requirements and parameters to create a program structure.

RequirementsIn the Program Requirements section, you can enter free-form content, which is available to students in self-servicepages.

When you build your program structure you can add courses and course lists. For example, you might add a course listfor a major or minor.


ParametersYou can indicate the minimum and maximum units and number of courses for requirement categories, such as themaximum number of elective units. You must enter parameters for the predened Total Units and Courses category,which displays automatically.


Related Topics• Requirement Categories• Rapid Implementation for Oracle Student Management Cloud

Edit ProgramsAfter you create and save a program, you can edit the program in various ways. For example you can create a newversion of the program.

When you access an existing program, the page opens in view mode. Here are the actions you can take:

• Insert Record

• Correct Record

• Delete Record

• End Date

Insert RecordSelect this action to create a new version of an existing program.




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In most cases, you use the Insert Record action for a change that will be eective in the future, such as dierentprogram requirements for an academic year. You can change the eective date to any date later than the date of theexisting maximum eective dated row.

In rare cases, you might insert a row between two existing rows to correctly represent the history of the program, suchas after conversion. If you insert a new record between two existing rows, you can change the eective date of the newrow. The eective date for the new row must meet both these criteria:

• Be earlier than the eective date of the row above (if a row exists).

• Be later than the eective date of the row below.

Correct RecordSelect this action to edit an existing program row.

To edit the eective date as well as the data for the row:

1. Edit the eective date: Click the edit icon to access the Edit Program Eective Date page. If multiple eectivedated rows exist, the eective date that you enter for the edited row must meet both these criteria:

◦ Be earlier than the eective date of the row above (if a row exists).

◦ Be later than the eective date of the row below.

2. Edit the program data. When you select the Correct Record action, the various sections of the page such asAributes and Administrative Controls become available for editing.

Delete RecordSelect this action to delete an existing program row.

End DateSelect this action to end a program.

The End Date action is available only on the maximum eective dated row for the program. Select the action and enteran end date for the program. After you end a program, actions are available for the program, but with some restrictions:

• Insert Record: The eective date of the new row must be earlier than or the same as the program end date.

• Correct Record: The eective date of the maximum eective dated row must be earlier than the program enddate.

• Delete Record: No restrictions.

• End Date: Remains restricted to the maximum eective dated row (a user can update the program end date).

Design Advisement Plan TemplatesAcademic plan templates let you sequence courses and academic requirements related to a program of study intoa logical sequence that fullls a predetermined program structure, such as a 4-year regular undergraduate degreeprogram. Once you create a template, you can then either assign it to a student or the student can select it in their self-service Student Planner. You can set up academic plan templates on the Academic Plan Templates page.


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In the Navigator, in the Academics section, click Curriculum > Actions > Manage Academic Plan Templates.

Build an Academic PlanAn academic plan template provides students with a guided pathway through their program of study. They can supportup to three programs of study, such as a major, major/minor, or double major. Click Add to create a new plan template,or click a Plan Template Name to review and edit an existing one. The program and course details come from theCurriculum Registry. You then sequence courses in the order students should take them, and you can either suggestor require courses to be taken at a specic point in the program or to meet relevant academic requirements. Built-invalidation prevents you from placing courses in the incorrect order.


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Chapter 6Learners

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6 Learners

Overview of Student Programs ManagementYou can respond to students' requests regarding their programs. For example, pause a student's program whenthe student is granted a leave of absence. You can also initiate actions for student programs. For example, update astudent's program record to indicate that the student has completed the program.

Use the Learners work area to manage student programs:

• Add programs

• Set a primary program

• Pause programs

• Switch programs

• End programs

• Complete programs

• Delete programs

Before you begin, review these key elements of program setup:

• Program types

• Main programs

• The relationship between programs and academic groups

Keep in mind that for each academic group on a student's record, the student must have at least one main program.Indicate main programs when you create program types.

Related Topics

• Program Types

• Add Aributes for Programs

• Add Basic Information for Programs

• Create Academic Groups

Add Student ProgramsYou can add programs to a student's record. For example, add a program for a Continuing Education student when theprogram doesn't require an admissions process. Or for a traditional institution, add a program when a student wants tochange programs and the new program belongs to a dierent academic group. In this case, end the existing programand add the new program.

1. Click Navigator and in the Academics area click Learners.2. Search for the student.



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3. Click Programs.4. Click Add Program.5. Search for the program and click Next.6. Enter the program details and click Save.

Use the Requirement Period eld when a student follows a dierent version of program requirements than the versionassociated with the student's admit term. The Requirement Period value inuences what the student sees in theacademic planner. For example, based on new academic requirements, students who commence a program in Fall 2019must complete more units than students in the previous version of the program. A student who was admied in Fall2018, but deferred until Fall 2019 due to personal circumstances, is approved to follow Fall 2018 requirements. Here'sthe data in the student's program record:

• The admit term is Fall 2019.

• The requirement term is Fall 2018.

Things to Keep in MindHere are some things to keep in mind.

• When you add a program to a student's record, the related academic group is automatically added. A college isan example of an academic group.

• A student must have at least one main program per academic group. A major is an example of a main program.

You indicate main programs when you create program types.

• When you set up programs, you can associate a program with an academic group in these ways:

◦ A main program with only one group.

◦ A non-main program with one or more groups or with all groups.

What Happens When You Add Programs for StudentsWhich programs you can search for and which academic group a program is added to depends on whether you'readding the rst program or a subsequent one.

Here's what happens when you add the rst program:

• When you search for the program, the search returns only main programs.

• When you add the program and save, the relevant academic group is automatically added to the student'srecord.

Here's what happens when you add subsequent programs:

• You can search for main and non-main programs.

• For the student's existing group, you can add main or non-main programs.

• For a new group, the rst program you add must be a main program.

• You can add a program that's valid for all groups:

◦ If the student has one group, the program is automatically assigned to that group.

◦ If the student has more than one group, the program is automatically assigned to the rst (earliest) groupon the student's record. You can select a dierent group for the program.


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Related Topics




Set a Primary Student ProgramSet a primary program for a student to identify one program for downstream processes such as tuition calculation. Youset a primary program only when a student has multiple programs at the same academic level. You can set only a mainprogram as primary.

Primary program is based on academic level. A student's programs are organized by academic group. Programs at thesame level can belong to dierent groups. For example, a student has two Undergraduate majors, one in the College ofNatural Sciences and one in the College of Liberal Arts. Set one major as the primary program.

To set a primary program:

1. Click Navigator and in the Academics area, click Learners.2. Search for the student.3. Click Programs.4. On the Student Programs page, click Set Primary.5. On the Set Primary Program page, review the (main) programs which are listed by academic level.6. Select a primary program.7. Enter the date when the program becomes primary. You can make the program primary for a future date.8. Click Save.

Related Topics

• Program Types



Pause and Resume Student ProgramsPause a student's program for a period of time when the student takes a leave of absence from study. You can resumethe program when the student returns to study.

Pause ProgramsA pause applies to the student's academic group and all programs within that group. You take the pause action for theacademic group.

1. Click Navigator and in the Academics area, click Learners.2. Search for the student.3. Click Programs.



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4. On the Student Programs page, select Pause Programs for the academic group.5. On the Pause Programs page, enter the relevant data and click Save.

Resume ProgramsThe Pause Programs action remains available for the academic group. Use this same action to edit the pause details orto resume the group and related programs.

1. On the Student Programs page, select Pause Programs for the academic group.2. On the Resume Programs page, enter the relevant data. You can enter a resume date that's before the pause

end date if the student resumes study earlier than expected.3. Click Save.

Related Topics



Switch Student ProgramsSwitch programs for a student who wants to change from one program to another. For example, a student changesfrom a Biology major to a Chemistry major.

You can switch programs for a student only if the new program is the same as the existing program in these ways:

• Institution

• Program type

• Academic level

• Academic group

If a student wants to change to a program in a dierent academic group for example, you need to discontinue theexisting group (and all programs within the group) and add the new group and program combination.

To switch programs:

1. Click Navigator and in the Academics area, click Learners.2. Search for the student.3. Click Programs.4. On the Student Programs page, select Switch Programs for the program the student wants to switch from.5. On the Search Programs page, search for the program to switch to.

The search returns only programs that meet the switch criteria explained previously.6. Select the program to switch to.7. Click Next.8. Enter the relevant data on the Switch Programs page and click Save.

Related Topics




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Complete Student ProgramsWhen a student nishes a program of study, update the student's record to indicate program completion.

Here's some key information about completing programs.

• You can complete any type of program. For example, complete a major or a minor.

• You can complete a program whether or not the program has credentials associated with it.

• You can complete a program whether or not the student has been awarded a nal credential for the program.

To complete a program:

• Click Navigator and in the Academics area click Learners.

• Search for the student.

• Click Programs.

• On the Student Programs page, select Complete Program for the particular program.

• On the Complete Program page, enter a completion date. You can also enter other information such as notesabout the completion.

• Click Submit.

For a completed program, select Edit Details and click Remove Completion to reverse the completion and return theprogram to an active status.

Related Topics


End Student ProgramsEnd a student's program when the student no longer wants to study the program.

You can't end a program if the student has been awarded a credential for the program.

To end a program, use the Student Programs page in the Learners work area. Whether you take the end action at theprogram or academic group level depends on the particular student's program record. Keep in mind that a student mustalways have at least one main program for each academic group. Let's look at some scenarios using these assumptions:

• A major is a main program and a minor isn't.

• A college is an academic group.

Student's Programs Program Action or Academic Group Action?

A French major and a German majorin the College of Liberal Arts.

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Student's Programs Program Action or Academic Group Action?

Student wants to stop studyingFrench.

The student still has one main program in the academic group.

A Biology major and a Chemistryminor in the College of NaturalSciences. Student wants to stop studyingChemistry.

Program action: For the Chemistry program, select End Minor.

The student still has one main program in the academic group.

A Biology major and a Chemistryminor in the College of NaturalSciences. Student wants to withdraw from allstudy.

Academic group action: For College of Natural Sciences group, select Discontinue All.

A French major in the College ofLiberal Arts. Student wants to stop studyingFrench.

Academic group action: For the College of Liberal Arts group, select Discontinue All.

The student must have at least one main program per academic group. Because the Frenchmajor is the only program in the group, the action is available at the group level.

A Biology major and a Chemistryminor in the College of NaturalSciences. Student wants to stop studyingBiology but keep studying Chemistry.

You can't end the Biology major because the student must have at least one main program peracademic group. The student could request to switch from Biology to a dierent major (mainprogram).

Related Topics





Delete Student ProgramsYou can delete a program from a student's record to correct the record when a program was added in error.

If a program meets any of these criteria, you can't delete it:

• The student has been awarded a credential for the program.

• Program history exists. For example, the student was in program A in one academic year and switched toprogram B in the next academic year. You can't delete program B because of the program change history.

• Pause history exists. If a program is paused, a history is maintained that prevents deletion.



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If you delete the sole (main) program in an academic group, the group is automatically deleted.

To delete a student's program:

1. Click Navigator and in the Academics area, click Learners.2. Search for the student.3. Click Programs.4. On the Student Programs page, select Delete Program for the program.5. Click Yes to delete the program.

Related Topics




Overview of Student Enrollment ManagementYou can add and drop scheduled courses for an individual student or a cohort of students. For example, override anenrollment validation such as a prerequisite to add a course to a student's record. Or drop a course for multiple studentswhen a course is canceled. You can also review and track student enrollment history.

To manage enrollment for individual students, use the Learners work area. To manage enrollment for multiple students,use the Scheduled Processes work area.

Add Scheduled CoursesYou can add scheduled courses to a student's record. For example, let's say a student is approved to study a courseeven though the student hasn't met the prerequisite. Add the course for the student by overriding the prerequisiteenrollment validation. You can also add a scheduled course for multiple students at the same time.

Add Scheduled Courses for a StudentTo add a scheduled course for a student:

1. Click Navigator and in the Academics area, click Learners.2. Search for the student.3. Click Enrollment.4. On the Student Enrollment page, click Add Scheduled Courses.5. Search for the course.6. Click Add to Cart for the course.7. Click Continue.8. On the Add Scheduled Courses page, you can select various enrollment options:

◦ Select a unit value, such as 3 units or 4 units, if the course has variable units.

A variable unit course is one in which the number of units varies based on the amount of work a studentis required to complete.


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◦ Select an academic level if the student has academic groups at multiple academic levels. For example, astudent has a graduate level group and an undergraduate level group.

◦ Override enrollment validations such as enrollment limits or prerequisites.

9. Click Process.

Add a Student to a WaitlistWhether you can add a student to a waitlist for a scheduled course depends on the course setup.

When you create and schedule a course, you can enter a waitlist capacity. Here's what happens when enrollment in thescheduled course is full:

• The status of the scheduled course changes to Waitlist Available.

• On the Add Scheduled Courses page, the Waitlist check box is available.

To add a student to a waitlist:

1. Follow the steps to add a scheduled course to the student's record.2. At step 8, select the Waitlist check box on the Add Scheduled Courses page.3. Click Process:

◦ The student's enrollment status is set to Waitlisted.

◦ The student is assigned a position number on the waitlist.

Add Scheduled Courses for Multiple StudentsTo add a scheduled course for multiple students at the same time:

1. Click Navigator and in the Tools area, click Scheduled Processes.2. Click Schedule New Process.3. Select Add Student Course Enrollments and click OK.4. Select a Population Selection query to identify the students and click OK.5. Click Add Scheduled Courses and select the course or courses.

You can run the process for multiple scheduled courses at the same time.6. Click Submit.

Related Topics

• Schedule Courses

• Add Credit Details for Courses

• Add Administrative Data for Courses

• Academic Levels

Drop Scheduled CoursesYou can drop scheduled courses from a student's record. For example, when the drop deadline has passed, drop acourse for a student by overriding the deadline enrollment validation. You can also drop a scheduled course for multiple



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students at the same time. For example, when a school cancels a course due to low enrollment, drop the course for allenrolled students.

Drop Scheduled Courses for a StudentTo drop a scheduled course for a student:

1. Click Navigator and in the Academics area, click Learners.2. Search for the student.3. Click Enrollment.4. On the Student Enrollment page, select the scheduled course and click Drop.5. You can indicate whether the student aended the course, the last date of aendance, and a drop reason.6. You can override enrollment validations such as drop deadlines.7. Click Process.

Drop Scheduled Courses for Multiple StudentsTo drop scheduled courses for multiple students:

1. Click Navigator and in the Tools area, click Scheduled Processes.2. Click Schedule New Process.3. Select Drop Student Course Enrollments and click OK.4. Select a Population Selection query to identify the students and click OK.5. Click Submit.

Drop ProcessingDrop processing is inuenced by the control dates for the scheduled course and the drop scheme setup. Here's whathappens when you drop a scheduled course from a student's record.

Drop Deadline Student's Record

Last Date to Drop: Do Not Retain The course enrollment status is changed to Deleted. Courses with this status don't appear in

the student facing UI or the administrative enrollment and roster UIs.

Last Date to Drop: Retain The course is retained on the student's enrollment record with an enrollment status of

Dropped.

Dropped: Penalty Result The course is retained on the student's enrollment record with an enrollment status of

Withdrawn. If the drop scheme setup includes penalty grades, a grade such as W (Withdrawal)shows on the student's record.

Last Date to Drop: Greater Penalty The course is retained on the student's enrollment record with an enrollment status

of Withdrawn. If the drop scheme setup includes penalty grades, a grade such as WF(Withdrawal: Fail) shows on the student's record.

Related Topics

• Drop Schemes

http://www.oracle.com/pls/topic/lookup?ctx=fa20a&id=76D489CED0C47104E053A398F70AB277


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• Enrollment Action Reasons

Manage Student CredentialsYou can award credentials when a student completes a program. For example, award a nal credential such as a degree.You can also award a credential, such as a certicate, during a student's progress toward a nal credential.

Click Navigator and in the Academics area, click Learners. Search for the student and click Student Credentials.

You can manage student credentials in these ways:

• Add or edit a credential.

• View credential history.

• Delete a credential that was added in error.

• Revoke a credential. You might use the revoke action in the case of student plagiarism.

http://www.oracle.com/pls/topic/lookup?ctx=fa20a&id=76D0EE07159F3167E053A398F70AB22C


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7 Rosters

Rosters ManagementYou can use rosters to view and manage student enrollment and results data.

Click Navigator and in the Academics area, click Rosters.

Access to RostersHere are some key points about access to rosters:

1. If you have the relevant security prole, you can access the Rosters UI.2. On the Rosters landing page, you can access rosters only for the scheduled courses to which you're assigned as

a sta member.

Sta are assigned to a scheduled course (in the Instructional Sta section) when a course is created andscheduled.

3. There's one exception. If your security prole includes the Registrar role, you can access rosters for allscheduled courses.

Scheduled Course RostersYou can view this information:

• Students enrolled in the scheduled course

• Students on a waitlist for the scheduled course

• Sta associated with the scheduled course

On the Waitlist tab, you can take these actions for a student:

• Enroll a student from the waitlist.

• Remove a student from the waitlist.

• Change a student's position on the waitlist.

Waitlist position numbers are recalculated when you take these actions.

Grade RostersHere are some of the things you can do:

• View, edit, or remove grades for students in a scheduled course.

• Add notes to a student's result records.

• Access a student's result history.

Related Topics



Chapter 7Rosters

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• Academic Periods



Chapter 8Finances

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8 Finances

Manage Student Financials System OptionsYou must dene the default values and parameters for a business unit in Oracle Fusion Student Management to enablecreating and adjusting nancial transactions. Financial accounting in Student Management integrates with OracleFinancials Cloud, ensuring that accounting structures and data denitions are consistent across these applications. Youmust have a registrar role to access this page.

As an implementor, in the Setup and Maintenance work area use the Manage Student Financials Options task:


• Functional Area: Student Structures

As an administrator, you can edit student nancials options. Click Navigator, then in the Academics area click Finances> Actions > Manage Student Financials Options.

General OptionsOn the General tab, you specify:

• Transaction numbering and associated business units.

• How to number your nancial transactions and receipts, including how the numbering relates to a largeraccounts receivable system numbering schema.

When you select which system (Student Financials or Accounts Receivable) drives how your transactions arenumbered and the prex you want to use for your receipts, it's not recommended to change these values.Changing these values may impact your reports and other nancial components.

• Whether to enable institution-level discounts on tuition and fees.

• How student nancials transactions map to accounts receivable.

In Customer Prole Class, make sure you select ORA_HED_BFB. This prole is used in creating customer orstudent accounts, and balance forward billing.

Select the Allow Discount check box to enable student fee discounts dened on the Manage Discounts page.

The Fee Type and Default values you select become the source of transactions available for bursars and administratorsto choose when manually creating student invoices.

Note: Associate a fee type with only one transaction source.

Self-Service OptionsUse the Self Service tab to set up the payment options that students can use in self-service.

Related Topics

• Overview of the Financials Conguration for Rapid Implementation

http://www.oracle.com/pls/topic/lookup?ctx=fa20a&id=C85B72F7508D9374E040D30A688149E7


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Tuition CalendarsTuition calendars work with tuition schedules to dene student payment and refund parameters. Congure tuitionadjustment calendars to dene the timetable for refunds when a class is dropped. Due date calendars, along with duedate schedules, determine when you expect students to pay invoices.

The calendars you set up include:

• Adjustment calendars

• Due date calendars

Adjustment CalendarsAdjustment calendars interact with adjustment schedules to set up refunding rules. Creating adjustment calendarsenables you to subsequently create adjustment schedules. You can review existing calendars and create new onesbased on date ranges or academic periods.

As an implementor, in the Setup and Maintenance work area use the Manage Adjustment Calendars task:



As an administrator, you can edit adjustment calendars. Click Navigator, then in the Academics area click Finances >Actions > Manage Adjustment Calendars.

Due Date CalendarsDue date calendars work with due date schedules to enable you to associate the correct due date with a fee. The duedates dened here are stamped on student charges, not on adjustments. You dene due date calendars by Set ID andrelate them to either an academic period or date range. A pivot date, such as the scheduled course start date, is thestarting place to calculate due dates. Student Financials counts the due dates either backward or forward from the pivotdate that you select. Note that if elds on this page, such as Due Date Code, are used elsewhere in Student Financialsthe elds appear in gray and are unavailable to edit.

As an implementor, in the Setup and Maintenance work area use the Manage Due Date Calendar task:



As an administrator, you can edit due date calendars. Click Navigator, then in the Academics area click Finances >Actions > Manage Due Date Calendars.

Rapid Implementation of Tuition CalendarsYou can create and upload calendars using the Rapid Implementation process:

• Create student tuition calendars using the Create Student Tuition Calendar in Spreadsheet task in the Setupand Maintenance work area, Student Management oering.

• Create student due date calendars using the Create Student Due Date Calendar in Spreadsheet task in theSetup and Maintenance work area, Student Management oering.


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• Create tuition adjustment calendars using the Create Student Fees in Spreadsheet task in the Setup andMaintenance work area, Student Management oering.

Related Topics


Tuition SchedulesTuition schedules work with tuition calendars to dene student payment and refund parameters. Congure tuitionadjustment schedules to dene the percentages to be refunded when a class is dropped. You also dene the defaultacademic periods used throughout Student Financials. Due date schedules, along with due date calendars, determinewhen you expect students to pay invoices.

The schedules you set up include:

• Adjustment schedules

• Due date schedules

Adjustment SchedulesAdjustment schedules work with adjustment calendars; create an adjustment schedule and associate it with anadjustment calendar to determine a refund schedule. You can review adjustment schedules, duplicate an existing one,or create a new schedule for tuition adjustment. You can show or hide adjustment details including the date rangeduring which adjustments are allowed, as well as the refund percentage.

As an implementor, in the Setup and Maintenance work area use the Manage Adjustment Schedules task:



As an administrator, you can manage adjustment schedules. Click Navigator, then in the Academics area click Finances> Actions > Manage Adjustment Schedules.

Due Date SchedulesDue date schedules enable you to create, review, and update the specic timing used to calculate a due date onthe charge. Due date schedules are related to the same academic period or date range as their associated due datecalendar. For any calendar Set ID you can review due date schedules, duplicate an existing one, or create a new one. Youcan review due date calculation details, such as the number of days from the pivot date or system date that the chargeis due.

As an implementor, in the Setup and Maintenance work area use the Manage Due Date Schedule task:



As an administrator, you can manage due date schedules. Click Navigator, then in the Academics area click Finances >Actions > Manage Due Date Schedules.



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Rapid Implementation of Tuition SchedulesYou can create and upload schedules using the Rapid Implementation process. Create specic adjustment schedulesusing the Create Student Fees in Spreadsheet task in the Setup and Maintenance work area, Student Managementoering.


Student FeesStudent fees describe the collection of all amounts that your institution can charge a student, including fee reductions,known as discounts. This topic describes all the tasks used to set up student fees.

The fee elements you can set up include:

• Curriculum fees

• Fee categories

• Fee groups and fee group default seings

• Academic period fees

• Miscellaneous fees

• Discounts

Curriculum FeesCreate curriculum fees to specify the amounts charged to students for courses and programs at your institution. Youcan create and update course and scheduled course fees. The new course and scheduled course fees you create areassociated with a course or scheduled course in the Curriculum Registry.

As an implementor, in the Setup and Maintenance work area use the Manage Curriculum Fees task:



As an administrator, you can edit curriculum fees. Click Navigator, then in the Academics area click Finances > Actions> Manage Curriculum Fees.

Fee CategoriesFee categories are groups of general and miscellaneous fees that can be charged to students. You can set upmiscellaneous categories for each institution, such as insurance, tness, or parking. You can also group miscellaneousfees and display fee categories in self service that have grouped fees within them. The fee categories that you set upappear to students on the self-service Review Cart page; students can add these optional items to their shopping cart.

As an implementor, In the Setup and Maintenance work area use the Manage Miscellaneous Categories task:





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As an administrator, you can edit miscellaneous categories. Click Navigator, then in the Academics area click Finances> Actions > Manage Miscellaneous Categories.

Fee Groups and Fee Group Default SeingsFee groups are a collection of student academic period fees. You can create a new fee group or edit a fee group to addor remove existing academic period fees. You can manually assign fee groups to students, or assign a default fee groupto an academic level.

If students:

• Are manually assigned a fee group, the fee assessment process uses the assigned fee group to assess studentfees.

• Don't have a fee group assignment, the fee assessment process looks at the Manage Fee Group DefaultSeings table to determine which fee group is assigned to a particular academic level. The fees are thencalculated using the fee group assigned to the students' academic level.

As an implementor, in the Setup and Maintenance work area use the Manage Fee Groups and Manage Fee GroupDefault Seings tasks:



Note: The academic level and fee group combination must be unique for an academic institution. You canassign only one fee group to an academic level.

As an administrator, you can edit fee groups. Click Navigator, then in the Academics area click Finances > Actions >Manage Fee Groups.

Academic Period FeesAcademic period fees are calculated based on the billing units of courses students are enrolled in for a specic reportingacademic period. You can create, review, and update academic period fees as well as review, sort, and lter them. Clickthe Create Academic Period Fee buon to create an academic period fee, academic period course fee, or academicperiod scheduled course fee. You can show or hide academic period aributes including the amount charged per rangeof units.

As an implementor, in the Setup and Maintenance work area use the Manage Academic Period Fees task:



As an administrator, you can edit academic period fees. Click Navigator, then in the Academics area click Finances >Actions > Manage Academic Period Fees.

Miscellaneous FeesMiscellaneous fees are any student charge not associated directly with tuition, such as facility rental or course supplies.You can create, review, and update miscellaneous and general fees as well as review, sort, and lter miscellaneous fees,duplicate an existing one, or create a new one. These fees are grouped into fee categories.

As an implementor, in the Setup and Maintenance work area use the Manage Miscellaneous and General Fees task:




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As an administrator, you can edit miscellaneous fees. Click Navigator, then in the Academics area click Finances >Actions > Manage Miscellaneous Fees.

DiscountsDiscounts control the percentage and availability of fee reductions, such as a discount for early enrollment. Enablediscounts by selecting the Allow Discount check box on the Student Financials Options page. Also on that page, thebusiness unit selected becomes the default value that appears on the Discounts page; this becomes the business unitto which the discount applies. You can review, sort, and lter price discounts, duplicate an existing one, or create a newone. You can set a priority order for when discounts are applied. You can also allow bursars to override a discount whencreating student curriculum fee invoices. Note that if elds on this page, such as Type, are used elsewhere in StudentFinancials, the elds appear in grey and are unavailable to edit.

As an implementor, in the Setup and Maintenance work area use the Maintain Discounts task:



As an administrator, you can edit discounts. Click Navigator, then in the Academics area click Finances > Actions >Manage Discounts.

Rapid Implementation of Student FeesYou can create and upload some fees and discounts using the Rapid Implementation process.

• Create academic period fees, course fees, and scheduled course fees using the Create Academic Period Fees inSpreadsheet task in the Setup and Maintenance work area, Student Management oering.

• Create student fee discounts using the Create Student Fee Discounts in Spreadsheet task in the Setup andMaintenance work area, Student Management oering.

• Load student fees and discounts using the Upload Student Fees and Discounts in Spreadsheet task in the Setupand Maintenance work area, Student Management oering.

Related Topics• Curriculum Build Statuses• Rapid Implementation for Oracle Student Management Cloud

Curriculum CostsCurriculum costs are associated with a course or scheduled course in the Curriculum Registry. They help your institutionevaluate the cost of delivery for its ROI calculations.

You can set up curriculum cost items for an institution and calculate those costs by: amount per enrollment, atamount, or as a percentage of total fees. In addition, you can review and sort curriculum costs or duplicate an existingone.

As an implementor, in the Setup and Maintenance work area use the Manage Curriculum Costs task:






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As an administrator, you can edit curriculum costs. Click Navigator, then in the Academics area click Finances >Actions > Manage Curriculum Costs.

Related Topics

• Curriculum Build Statuses

Student Financials Academic PeriodsAcademic periods are dened by their start and end dates, and are organized by institution. You can create, review, andupdate the default academic periods to be assigned to miscellaneous charges. Miscellaneous charges are any chargethat isn't a tuition fee.

As an implementor, in the Setup and Maintenance work area use the Manage Student Financials Academic Periodstask:



• Task: Manage Student Financials Academic Periods

As an administrator, you can edit student nancials academic periods. Click Navigator, then in the Academics area clickFinances > Actions > Manage Student Financials Academic Periods.

Academic PeriodsYou must select an academic period to charge by comparing a transaction date with the start and end dates of theexisting academic period dened during setup.

As an implementor, In the Setup and Maintenance work area use the Manage Academic Period Aributes andManage Academic Period Proles tasks:



Related Topics

• Academic Periods



Chapter 8Finances

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Glossary

51

Glossaryacademic institution

The top level of an institutional academic structure.

academic organization

A school or division that's part of an academic institution.

academic period profile

A way to categorize attributes such as academic, self-paced, reporting, or holiday and define calculation rules for eachprofile attribute.


Glossary

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management cloud oracle student€¦ · author: anindita basu, lisa ginardi, kathy hearn, dinesh...

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