student lifecycle management overview slcm_200

Student Lifecycle Management Overview

SLCM_200

1SLCM_200 Student Lifecycle Management Overview

• SLCM Introduction

• Unit 1 – Student Administration

• Unit 2 – Student File

• Unit 3 – Student Master Data

• SLCM Help and Terminology

Course Content


Learning Objectives

• Understand the integration of SLCM processes with each other and with other IRIS functions

• Understand the Student Administration tab on the myUK portal

• Navigate the Student File tabs

• Navigate Student Master Data tabs

Note: The student data used in this course is not real University student data. It has been specially created for training.


Course Instructions

• Click Attachments (upper right corner)

• Click QRC Overview Navigation pdf

• Print the pdf

• Use the pdf to navigate the course and take the Check for Understanding Exercises at the end of each unit


SLCM Introduction

• SLCM is the Student Lifecycle Management module within IRIS that includes:

Admissions

Registration

Majors/Minors/Options

Academic History

Enrollment Information

Accounts Management

Other Student Services


FI, FMHR

FI, FMHR

Integration Across IRIS

• SLCM data integrates with other IRIS modules

Student ID is integrated with HR Person ID

If a student is also an employee the Student ID and the employee Person ID will be the same

Student Accounts are integrated with the Financial

Student Master

Data

Academic

Records

Student File

Academic

Structure

Aca

dem

ic

Cal

end

ar6SLCM_200 Student Lifecycle Management Overview

Student Lifecycle

• There are four areas in the SLCM Module:

Student Accounting

Student Administration

Teaching and Study

Event Planning

• The Student Lifecycle diagram (next screen) shows the progression of the student’s records and the relationship with IRIS SLCM module areas throughout the student’s association with the University


Student Lifecycle

Academic Calendar

Application

Reporting

Academic

Structure

Rules &

Regulations

Events

Student Master Data

Resources

StudentAdministration

Teaching & Study

Student Accounting

Event Planning

Academic

History

of

Study

PriorityRegistration

Booking (Course

Registration)

De-registration

ProgressionSessionalRegistration

Examination & Grading

Equivalency

Determination

Admission

Change of

Program

Degree

Auditing

Graduation

Recruitment Alumni

Italics = Optional


SLCM Access

• In order to access SLCM data, the user needs:

To successfully complete this course

To be designated as a person who displays student records

To sign the Statement of Responsibility (SOR)

Instructions available at: http://www.uky.edu/IRIS/train/SOR_Information.html

If you have signed the SOR in UK_100, you do not need to sign it a second time

• If you do not have access, please work with your college contact to get this access assigned

The college contact list is located at http://www.uky.edu/IRIS/CM/cm_group.html


http://www.uky.edu/IRIS/train/SOR_Information.html

http://www.uky.edu/IRIS/CM/cm_group.html

SLCM Access and Roles

• Your role may give you access to the

Student Administration tab on the myUK portal

Most common access

Access to subtabs is tied to roles

OROR

SAPGUI transaction codes in IRIS production

Typically PIQST00, PIQCAM, ZEVPLAN, etc.

OROR

Both of the above


Academic Calendar• Runs from the fall session through the second summer session

• Example: Academic Year 2010 consists of the following sessions:

• Can be viewed through the Student Administration portal or in the production system

Session Calendar Year

Academic Year Code

Academic Session Code

Fall 2009 2010 10

Winter 2009 2010 20

Spring 2010 2010 30

Summer I 2010 2010 51

Summer 2 2010 2010 52

Full (CEU) 2009-2010 2010 99


FERPA

• When you access a student’s record, a FERPA (Family Educational Rights and Privacy Act) message may appear

• Absolutely no information can be released on this student unless the student presents a picture ID

• Click on the Continue button to move to Unit 1 Note: The button is located in the lower left corner of your screen.


Unit 1

Student Student Administration TabAdministration Tab


Student Administration Tab

• Easiest way for staff and faculty to access basic SLCM information

However, not all activities can be handled using the Student Administration tab; some can only be completed using IRIS production

• You will ONLY see tabs and links for applications for which you have permission

• Student Administration tab contains subtabs:

Academics

Administrative Services

Admissions

Advising Services

Faculty Services


Student Administration Tab

• Student Administration tab is used to:

Display a student profile (directory information)

Display student schedule

Display course offerings

Display/print real-time class rolls

Submit midterm and final grades

Display unofficial transcript

Display list of advisees

Lift academic advisor holds

Issue electronic course overrides (permissions)

Perform administrative booking (course registration)


Student Administration News

• Up to date news items display on the right side of the Student Administration screen under Latest Stuff

• News can include:

Registration windows

Grading windows

System outages

Recent changes


Academics Tab

• Includes

Academic Calendar

Course Catalog

Transfer Equivalencies


Administrative Services Tab

• Includes

College Reports College Reports

Administrators Assign Student

Overrides Course Capacities Booking Rules

Registrar Booking Rules Course Capacities Historical Course

Changes Override

Permissions Course Cache

Update


Admissions Tab

• Includes

Admissions Overview

Undergraduate Admissions Form

Recruitment Service

Graduate Admissions Form


Advising Services Tab

• Includes

Advising Services Overview

Advisee Record

Unofficial Transcript

Historical Course Changes

Registration Admin Booking Course Catalog Assign Student

Overrides

Print Student Schedule

Appointment Scheduler

Appointment Manager


Faculty Services Tab

• Includes

Faculty Services Overview

Class Rolls

Grading

Blackboard


Student Services Tab

• Students access their records via the Student Services tab


Student Services Tab

• Student access includes

Applying for admission and reviewing related information

Updating their current and permanent address

Activating their user accounts (email, web, etc.)

Accessing their financial account and making online payments

Creating a pass code for information access

Displaying financial aide information

Displaying their registration window

Booking courses

Displaying grades

Checking for holds

Applying for graduation and updating expected graduation date

Applying for admission and reviewing related information

Updating their current and permanent address


Unit 1 – Check for Understanding

Unit 1Unit 1

Check for UnderstandingCheck for Understanding


Unit 1 Summary

• Student Administration tab is used to:

Display a student profile (directory information)

Display student schedule

Display course offerings

Display/print real-time class rolls

Submit midterm and final grades

Display unofficial transcript

Display list of advisees

Lift academic advisor holds

Issue electronic course overrides (permissions)

Perform administrative booking (course registration)

• Click on the Continue button to move to Unit 2


Unit 2

Student File


Student File

• Student File records are created when UK receives applications, test scores, transcripts, etc.

• Student File contains information about the student’s relationship with UK, including:

Holds


Admission

Registration

Academic Standing

Advisor


PIQST00

• In production, use one of the following methods to access PIQST00 which contains both Student File and Student Master Data records

Enter PIQST00 in the command field and press Enter

Add PIQST00 to your favorites (preferred by most users)

Use the menu path, Student Lifecycle Management PIQST00 Student File


PIQST00 Student File

• The Object Manager displays on the left side of the screen

Most users do not use this feature

To close, use the menu Settings Hide Object Manager

• The student’s academic records display on the right side of the screen


Student Number

• The Student Number is a unique 8-digit ID number assigned to each student by the IRIS system

• The Student Number is the key to student records and is used instead of the SSN

UK maintains the SSN, if known, so you will be able to search by SSN, if necessary, using the ID Number field


Student Search

•There are three ways to pull up a student’s records

Enter the student’s ID in the Student Number field

Enter the student’s last name in the Student Number field, press Enter, and then double-click on the student’s name in the search screen


Student Search

Click on the Possible Entries icon in the Student Number field, enter the student’s last name, first name, and/or ID number (SSN) on the Personal Data tab, press Enter, and then double-click on the student’s name


FERPA• Students may place privacy flags on their records which indicate that the

student has restricted directory information under the Family Educational Rights and Privacy Act (FERPA)

• When the records are accessed, the Data Privacy Warning (FERPA) window displays

• If this message displays, no information can be released on this student, not even to the student unless the student provides picture ID

• Close the window by clicking on the Continue icon or pressing Enter


Key Date

• The Key Date is the date as of which IRIS displays, processes, or creates student data

Determines what data you can see

Defaults to the current date (recommended default setting)

Can change the date by typing a new date into the field


• To change the Key Date field, either enter the date in the field or click on the Define Key Date icon

• Choices include:

Today

Start of Year – Academic Year and Session

Key Date – Defaults to current date

Start of Current Academic Year

• Click on Continue to close the window

Key Date


High Date

• Another important date is the system High Date which is the default validity end date of 12/31/9999

• This default end date stretches far into the future, to keep the validity of a record or action from being delimited (ended) prematurely


Student File

• Numerous tabs display student academic work

• Your role will determine the information you are able to display and/or change


Tab Navigation

• Three ways to navigate tabs

Click on the tab

Click on the Next or Previous icons

Click on the Tab List icon and then the tab name


PIQST00

• Three types of icons exist on PIQST00 Student File

Application icons

Student Master Data icons

Tab specific icons

• Access to specific icons also is determined by your role in the system


PIQST00– Application Icons

• End user icons include

Account Balance

Displays open student account data

Academic Work Overview

Displays student’s academic work

Note Overview

Displays notes placed on the student’s records, such as advising, admissions, registrar, etc.


PIQST00 – Student Master Data Icons

• Use the Display icon to navigate to the Student Master Data screen

Once on the Student Master Data screen, a Change/Display toggle will allow you to switch to change mode

Do not use the Create icon, since it will create a new student in the system


PIQST00 – Tab Specific Icons

• Each tab contains icons specific to the records on the tab

• Example:

Icons on the Registration tab are used to create, display, and change programs of study


Student File - Tips• Make sure you are in the correct student file!

After you select or type a new Student number, press Enter to populate the Student File fields

Check the name and other information that populates the Student File screen before you begin working with the data

• Clear the fields before entering a student’s number in the Student Number field by highlighting the number, pressing Delete, and then pressing Enter


Student File - Holds• Block the processing of certain activities for a student

Examples: registration, admission, etc.

• Can be viewed in the myUK portal

Only Advisor holds can be inactivated using the portal

• Can be viewed, created, and/or inactivated in the IRIS SAPGUI interface (IRIS Production system)


Student File - Holds• Status field displays whether the hold is active or inactive

Green square = active hold

Gray diamond = inactive hold (historical record)


Student File - Holds• Icons on the Holds tab are used to:

Create a hold

Change a hold

Inactivate a hold

View a hold


Student File - HoldsStudent File - Holds• To display information about a hold, click on the Select icon to

the left of the hold

• Click on Display

• Click on Contact Address to see who to contact to release the hold


Student File - Holds• To close the data windows, click on Continue or press Enter


Student File – Recruitment• May be entered either

Manually, such as when a student attends a UK event

Automatically, such as when UK receives a test score, etc.

• Contains Type (Undergrad, Grad) and Source (Application, Alumni Recruitment, etc.)


Student File – Applications• Contains records pertaining to UK admissions applications

including:

Notification number

Description

System Status


Student File - Admission• Contains application to UK including Program of Study,

Application Status, Academic Year, etc.


Student File – Majors/Minors/Options• Contains undergraduate majors, minors, options, etc. and

graduate area of study


Student File – Registration• Populated automatically by the admission process and for each

semester thereafter of continuous enrollment


Student File – Program Type Progression• Contains progression records of the following:

Academic honors (Dean’s list, etc.)

Academic standing (good standing, probation, suspension, etc.)

Progression classification (freshman, sophomore, etc.)


Student File – General Data• Contains general information including

Program of study

Anticipated graduation date

Etc.


Student File – Status• Contains student status information including:

Status (applicant, attending, etc.)

Valid from and to dates


Student File – Advisor(s)• Contains student advisor information including:

Advisor Name

Advisor Function


Student File – Requirement Catalogs• Contains information including

Audit Type

Requirement Catalog

Version

Etc.


Student File – Application for Degree• Contains records pertaining to applications for degrees including

Academic year

Academic session

Application status

Program ID


Student File – UK Degrees Awarded• Contains UK degree information including:

Qualification (degree, certification, etc.)

Degree type

Degree level

Etc.


Student File – Enrollment Certification Request

• Contains requests for enrollment certification, such as

Education verification for enrollment

Good student discount for insurance

Insurance proof of dependency or student status

Etc.


Student File – Transcript Requests• Contains information regarding requests for student transcripts,

such as

Hold Until End of Semester

Hold for Post Degree

Hold for Processing of Repeat Option

Etc.


Student File – Activity Documents• Contains system records audit trail for student activities

including:

Module Booking

Change of Program

Sessional Registration



Unit 2Unit 2



Unit 2 Summary

• Student File contains information about the student’s relationship with UK, including:

Holds


Admission

Registration

Academic Standing

Advisor

• Click on the Continue button to move to Unit 3


Unit 3

StudentMaster Data

StudentMaster Data


Student Master Data• Contains student’s biographic and demographic information

• Your authorization in the system will determine which data you can access

• Tip: A green checkmark on the tab indicates it contains student information

• Reminder: Unless you are making a change to a student’s master data, remain in Display mode!

If you enter the Student Master Data screen in Maintain mode, you will lock that student’s information and other users cannot change that student’s data


Student Master Data• To access the Student Master Data screen, go to PIQST00,

then click on the Display icon to the right of Student Number field

• To return to Student File, click on the Back icon


Student Master Data• Display/Change toggle allows you to change from Display

mode to Maintain mode, provided your role allows the access

In Display mode, fields are gray and cannot be modified

In Maintain mode, modifiable fields are white


Master Data – Personal Data• Information includes:

Gender

Name

ID Number (Social Security Number), if known

Birth Date


Master Data – Standard Address• Information includes:

House number and street

City, state, and ZIP code

Phone number

Email address


Master Data – Address Overview• An overview which contains multiple addresses for the student

including:

Standard address

Current address

International address

Permanent address


Master Data – Additional Data• Information includes:

Data privacy warning (FERPA)

Ethnic origin


Master Data – Visa/Residence Data• Information includes:

Resident status and country

Passport number

Visa type, number, country of issue

Etc.


Master Data – Transcripts/Tests• Information includes:

Transcripts from external organizations (high school and/or college)

Tests from external sources


Master Data – PCC Units• Displays Pre-College

Curriculum (PCC) credits (high school curriculum credits used for undergraduate admission)


Master Data – Related Persons• Contains emergency contact(s) and other related person

information including:

Name

Address

Contact information


Master Data – myPasscode_AD• Contains Access and AD user ID information



Unit 3Unit 3



Unit 3 Summary

• Student Master Data contains student’s biographic and demographic information, including:

Address

Personal Data

Address

Related Persons

Visa/Residence Data

AD User ID

Transcript

• Click on the Continue button to move to the course summary


Help Websites

• myHelp website:

http://myHelp.uky.edu/rwd/HTML/index.html

Contains Quick Reference Cards (QRCs), updated course manuals, Simulations, Frequently Asked Questions, and other job aids

• IRIS website

http://www.uky.edu/IRIS/

Contains Information Directory, Forms, and other references


http://myhelp.uky.edu/rwd/HTML/index.html

http://www.uky.edu/IRIS/

SLCM_200 Exercises• After the course, you can practice viewing student data in the

Training Sandbox

Click on Attachments

Click on SLCM_200 Practice Guide

Print the SLCM_200 Practice Guide pdf

Go to the Training Sandbox and follow the directions in the practice guide


Course Summary

You are now able to:

• Understand the integration of SLCM processes with each other and with other IRIS functions

• Understand the Student Administration tab on the myUK portal

• Navigate the Student File tabs

• Navigate Student Master Data tabs


Course Completion Instructions

• Click QRC Course Completion and print the QRC

Note: The QRC will open in another window.

• Click OK to close the Attachments window

• Follow the steps in the QRC to complete the course


student lifecycle management overview slcm_200

Documents

student administrationunit

student fileunit

student recordsto

real university student

student master dataslcm

iris slcm module areas

integration of slcm

irisslcm data