Unlocking the mysteries of ProgramPlan Student Records Training Team

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Unlocking the mysteries of
Program/Plan Student Records Training
Team
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Objectives

• Read the panels correctly
• Update information
• Identify and facilitate the correction of errors

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Career Levels

• Careers Levels indicate the level of study.
• Undergraduate careers include Baccalaureate
  Degree, Certificate or Non-Degree seeking
  coursework at the Undergraduate level.
• Graduate careers include Masters, Departmental
  Masters Doctoral programs, Certificates or
  Non-Degree seeking coursework at the Graduate
  level.
• Professional careers include Medicine, Law,
  Dentistry, Veterinary Medicine, and Pharmacy

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More on Career Levels

• Students may have multiple careers at each level
• Each career level for a student should begin with
  career number 0
• The Grade Point Average (GPA) is started over at
  each career level
• Career levels correspond to transcript levels.
  Career numbers within the level correspond to the
  term heading of the transcript

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Career Numbers

• Career Numbers are used to separate careers
  within the same level and are separated whenever
• A student moves from one college or campus to
  another
• Continuing on to finish additional Plans or
  Sub-Plans after completing the degree
  requirements
• Moving between degree seeking and non-degree
  seeking
• Pursuing a different degree type (i.e. Bachelor
  of Arts and a Bachelor of Science)

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Effective Date

• Date the Program Action is effective
• The Effective Date will be on the first day of
  the term in which a change takes place or the
• day before the term begins, depending on the
  action being taken with the program.
• The Action Date is the date that the change was
  made and may be different from the effective
  date.

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Program Actions

• A Program collegiate unit. A Program Action is
  a change to a students program/college data.
• Such as Leave of Absence, Discontinue, Readmit,
• Plan change, Data Change, Completion
• Each of these program actions will affect the
  students status in their program.
• A students status may be Active, Discontinued,
  Completed

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Action Reasons

• Provides a description/explanation for the
  Program Action and is not a required field.
• An action reason indicates why a particular
  program action was taken or offers a further
  description of the program action. Not all
  Program Actions have an Action Reason.
• Example DACT - Deactivate/Non-enrollment
• OTR automated process used when a student is
  being DISC (discontinued) due to non-enrollment
  for two consecutive terms.

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Admit and Requirement Terms

• The Admit term is the original term of admission.
  The Admit Term should not be changed within a
  career number
• The Requirement Term defaults to the Admit Term

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Expected Grad Term

• This field, used by Office of the Registrar
  staff, is a required field for the degree
  application and completion/graduation process.
• Currently, Financial Aid eligibility is not
  extended beyond the expected graduation term.

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Student Plan

• A change, add, or drop of a plan (major/minor) is
  always indicated by a Program Action of Plan
  Change (PLNC)
• Academic Plans include both Majors and Minors
• A student may have multiple Academic Plans within
  a Program and may include plans outside of their
  program

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More than one

• Multiple Majors Students may have two or more
  active plans. One of these plans may be outside
  of the students home college.
• Dual Degrees The Joint Program Approval Process
  allows cross reference notation on records of
  students active in two degree programs
  simultaneously.
• Dual Career Levels A student may be active at
  two career levels (e.g. Law and Grad).
• Students will only be term activated and
  enrolled in one career per term

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Student Sub-Plan

• A sub-plan addition or change is always indicated
  by a Program action of Data Change (DATA)
• Includes honors, areas of emphasis, and
  concentrations
• Attached to plans which are attached to programs
• Maintained by the same staff maintaining Plans

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Student Degrees

• When a student applies to graduate a DATA row is
  added to indicate an expected grad term along
  with Applied on the student degrees panel.
• A new row must be added if a student does not
  graduate as Financial aid will not be extended
  beyond the expected grad term
• A COMP (Completion) row is added to indicate
  graduation along with Awarded on the student
  degrees panel
• A completion row changes the students status to
  completed (not active)
• One career number will have no more than one
  degree

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Contact Information

• Training web site http//training.oess.umn.edu
• Email techteam_at_sossgw.stu.umn.edu
• HelpLine 625-2803