SLCM_200 Student Lifecycle Management Overview

1
Student Lifecycle Management Overview SLCM_200
2
Course Content

• SLCM Introduction
• Unit 1 Student Administration
• Unit 2 Student File
• Unit 3 Student Master Data
• SLCM Help and Terminology

3
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.

4
Check for Understanding Instructions

• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question
  as you finish each unit
• Enter answers on the Check for Understanding
  Exercise at the end of the presentation

5
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

6
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
Student File
FI, FM HR
Academic Structure
Academic Records
Academic Calendar
7
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 students records and the
  relationship with IRIS SLCM module areas
  throughout the students association with the
  University

8
Student Lifecycle
Academic History of Study
Italics Optional
9
myHelp SLCM Portal 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

10
SLCM Access and Roles

• Your role may give you access to the
• Student Administration tab on the myUK portal
• Access to subtabs is tied to roles
• SAPGUI transaction codes in IRIS production
• Typically PIQST00, PIQCAM, ZEVPLAN, etc.
• Both of the above

11
Academic Calendar

• Runs from the fall session through the second
  summer session
• Example Academic Year 2010 consists of
• 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
12
Unit 1

• Student Administration Tab

13
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

14
Student Administration Tab

• Student Administration tab 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)

15
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

16
Academics Tab

• Includes
• Academic Calendar
• Course Catalog
• Transfer Equivalencies

17
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

18
Admissions Tab

• Includes
• Admissions Overview
• Undergraduate Admissions Form
• Recruitment Service
• Graduate Admissions Form

19
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

20
Faculty Services Tab

• Includes
• Faculty Services Overview
• Class Rolls
• Grading
• Blackboard

21
Student Services Tab

• Students access their records via the Student
  Services tab

22
Student Services Tab

• Their 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

23
Unit 1 Check for Understanding

• The Student Administration portal
• Is the easiest way for staff and faculty to
  access basic SLCM information.
• Is the only way to access student information.
• Is the way the students access information.
• Which tab would you use to print a students
  schedule?
• Academics Tab
• Administrative Services Tab
• Admissions Tab
• Advising Services Tab
• Faculty Services Tab
• Which tab would you use to print a class roll?
• Academics Tab
• Administrative Services Tab
• Admissions Tab
• Advising Services Tab
• Faculty Services Tab

24
Unit 2

• Student File

25
Student File

• Student File records are created when UK receives
  applications, test scores, transcripts, etc.
• Student File contains information about the
  students relationship with UK, including
• Holds
• Majors/Minors/Options
• Admission
• Registration
• Academic Standing
• Advisor

26
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

27
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 students academic records display on the
  right side of the screen

28
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

29
Student Search

• There are three ways to pull up a students
  records
• Enter the students ID in the Student Number
  field
• Enter the students last name in the Student
  Number field, press Enter, and then double-click
  on the students name in the search screen

30
Student Search

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

31
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

32
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

33
Key Date

• 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

34
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

35
Student File

• Numerous tabs display student academic work
• Your role will determine the information you are
  able to display and/or change

36
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

37
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

38
PIQST00 Application Icons

• End user icons include
• Account Balance
• Displays open student account data
• Academic Work Overview
• Displays students academic work
• Note Overview
• Displays notes placed on the students records,
  such as advising, admissions, registrar, etc.

39
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

40
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

41
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 students
  number in the Student Number field by
  highlighting the number, pressing Delete, and
  then pressing Enter

42
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)

43
Student File - Holds

• Status field displays whether the hold is active
  or inactive
• Green square active hold
• Gray diamond inactive hold (historical record)

44
Student File - Holds

• Icons on the Holds tab are used to
• Create a hold
• Change a hold
• Inactivate a hold
• View a hold

45
Student 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

46
Student File - Holds

• To close the data windows, click on Continue or
  press Enter

47
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.)

48
Student File Applications

• Contains records pertaining to UK admissions
  applications including
• Notification number
• Description
• System Status

49
Student File - Admission

• Contains application to UK including Program of
  Study, Application Status, Academic Year, etc.

50
Student File Majors/Minors/Options

• Contains undergraduate majors, minors, options,
  etc. and graduate area of study

51
Student File Registration

• Populated automatically by the admission process
  and for each semester thereafter of continuous
  enrollment

52
Student File Program Type Progression

• Contains progression records of the following
• Academic honors (Deans list, etc.)
• Academic standing (good standing, probation,
  suspension, etc.)
• Progression classification (freshman, sophomore,
  etc.)

53
Student File General Data

• Contains general information including
• Program of study
• Anticipated graduation date
• Etc.

54
Student File Status

• Contains student status information including
• Status (applicant, attending, etc.)
• Valid from and to dates

55
Student File Advisor(s)

• Contains student advisor information including
• Advisor Name
• Advisor Function

56
Student File Requirement Catalogs

• Contains information including
• Audit Type
• Requirement Catalog
• Version
• Etc.

57
Student File Application for Degree

• Contains records pertaining to applications for
  degrees including
• Academic year
• Academic session
• Application status
• Program ID

58
Student File UK Degrees Awarded

• Contains UK degree information including
• Qualification (degree, certification, etc.)
• Degree type
• Degree level
• Etc.

59
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.

60
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.

61
Student File Activity Documents

• Contains system records audit trail for student
  activities including
• Module Booking
• Change of Program
• Sessional Registration

62
Unit 2 Check for Understanding

• Which tab would you use to view the students
  program of study?
• Program Type Progression Tab
• Registration Tab
• Holds Tab
• On the Holds tab, how can you tell if a hold is
  active?
• A green square is in the Status field
• A gray diamond is in the Status field
• A red circle is in the Status field
• A blue square is in the Status field
• How can you find out who the student should
  contact to release the hold?
• Display the hold and then click on the Change
  Information button
• Display the hold and then click on the Contact
  Address button

63
Unit 3

• Student
• Master Data

64
Student Master Data

• Contains students 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
  students master data, remain in Display mode!
• If you enter the Student Master Data screen in
  Maintain mode, you will lock that students
  information and other users cannot change that
  students data

65
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

66
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

67
Master Data Personal Data

• Information includes
• Gender
• Name
• ID Number (Social Security Number), if known
• Birth Date

68
Master Data Standard Address

• Information includes
• House number and street
• City, state, and ZIP code
• Phone number
• Email address

69
Master Data Address Overview

• An overview which contains multiple addresses for
  the student including
• Standard address
• Current address
• International address
• Permanent address

70
Master Data Additional Data

• Information includes
• Data privacy warning (FERPA)
• Ethnic origin

71
Master Data Visa/Residence Data

• Information includes
• Resident status and country
• Passport number
• Visa type, number, country of issue
• Etc.

72
Master Data Transcripts/Tests

• Information includes
• Transcripts from external organizations (high
  school and/or college)
• Tests from external sources

73
Master Data PCC Units

• Displays Pre-College Curriculum (PCC) credits
  (high school curriculum credits used for
  undergraduate admission)

74
Master Data Related Persons

• Contains emergency contact(s) and other related
  person information including
• Name
• Address
• Contact information

75
Master Data myPasscode_AD

• Contains Access and AD user ID information

76
Unit 3 Check for Understanding

• How do you move from the Student File to the
  Student Master Data screen?
• Click on the Display icon next to the Student
  Number field
• Click on the Student Master Data icon
• Click on the Change icon next to the Student
  Number field
• Use transaction code SSMD00
• On which tab would you find the students
  emergency contact person?
• Personal Data Tab
• Additional Data Tab
• Related Persons Tab
• Your authorization
• Will allow access to all student data
• Determines which data you can access

77

• SLCM Help
• Terminology

78
Key Terminology
IRIS Term Definition
Student File A collection of student information, viewed via tabs, pertaining to the students relationship with the University of Kentucky.
Student Master Data A collection of student information, viewed via tabs, pertaining to the students biographical and demographic data including addresses, veteran information, privacy flag, transcripts and test scores from other institutions, and more.
Student Number (NOT SSN!) A unique 8-digit ID number assigned by IRIS. This is the key to student records. We will still maintain the SSN, if known, and search is permitted by SSN.
79
Key Terminology
IRIS Term Definition
Program of Study The college and the degree Example BA-AS is the program of study Bachelor of Arts in the College of Arts and Sciences
Module A course in the IRIS system Example BIO 103
Module Group A grouping of Academic requirements such as majors and minors Example MANA is the module group for a Management major
80
Key Terminology
Terminology Definition
Booking Class registration
Event Type The activity type of a course Example PSY 100 is made up of the event types Lecture and Laboratory
Event The meeting pattern and location of the event type
Event Package The equivalent of a sectionExample A-H 106 001
81
Key Terminology
IRIS Term Definition
Sessional Registration A student will have a sessional registration for each semester of enrollment basically means the student is eligible to register
Priority Registration Time period for continuing students to register for the upcoming semester occurs every November and April
Appraisal Grading an institutional process for evaluating (grading) in a planned, structured, and standardized way
Business Partner (BP) One who has a financial relationship with UK all students are also business partners
82
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

83
SLCM Courses

• Classroom Lab Courses
• SLCM_AD_300 Event Planning
• SLCM_AD_340 Programs of Study Majors
• SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
• SLCM_200 Student Lifecycle Management Overview
• SLCM_AD_310 Student Records
• SLCM_AD_315 Booking Rules
• SLCM_AD_320 Booking
• SLCM_WP_210 Grading
• SLCM_WP_220 Overrides
• SLCM_WP_230 SLCM Faculty Overview
• SLCM_WP_310 Advising

84
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

85
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

86
Check for Understanding Instructions

• To begin the Check for Understanding, click
  Continue (bottom left corner of the screen)
• Click Here to continue when the system message
  appears
• Click Start Test to continue
• Although it says Test, this course does not
  have an assessment
• When you have entered your answers, click End
  Test (located at the bottom right of your screen
• Click Close (lower right corner of the screen)

87
Course Completion Instructions

• Click Logoff (lower right corner)
• When the WBT window closes, go back to your
  original browser window
• Click on the browser window in your taskbar and
  wait for the screen to refresh
• Scroll down the page until you see the Confirm
  Participation section
• To complete the course, click Confirm
  Participation