PeopleSoft Student Administration

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• PeopleSoft Student Administration
• Academic Structure

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• What is Academic Structure?
• Explain the high level table setup necessary to
  design Academic Structure.
• Critical decisions made in defining Academic
  Structure.
• Walk-through of configuration.

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INTRODUCTION

• The PeopleSoft Student Administration Academic
  Structure forms the backbone or foundation of the
  entire application.
• Every module draws upon the configuration of
  Academic Structure and, in part, derives some of
  its functionality from that structure.
• The Decision and Parameters made during the
  configuration of Academic Structure are critical
  to the success of the remainder of the
  implementation and must be made with the utmost
  care and consideration of the needs and
  requirements of every functional area, especially
  reporting requirements.

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ACADEMIC STRUCTURE DIAGRAM
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ACADEMIC INSTITUTION, SETID AND SF BUSINESS UNIT

• Definition
• An Academic Institution is the highest-level
  breakdown within the PeopleSoft Student
  Administration application. Academic Institution
  is used as a high level key to the majority of
  tables in the PeopleSoft Student Administration
  application. A University may be comprised of
  one or more Academic Institutions. Each Academic
  Institution must have a matching SetID.
• A SetID is a structure used by PeopleSoft to
  create a key structure for related groups of
  codes. In PeopleSoft Student Administration
  SetIDS are used primarily in the Student
  Financials and for a few Academic Structure
  elements.
• A Student Financial Business Unit defines the
  processing controls for Student Financials. You
  can have multiple SF Business Units, but at least
  one must match the Academic Institution and SetID
  codes. Each SF Business Unit has its own Bursar
  and represents a set of financial books.

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ACADEMIC INSTITUTION, SETID AND SF BUSINESS UNIT

• Characteristics
• The Academic Institution code must be five
  characters
• Each Academic Institution must have a matching
  SetID (five characters).
• Each Academic Institution must have a matching SF
  Business Unit (five characters).
• Each Academic Institution has its own course
  catalog and schedule of classes.
• Each Academic Institution has its own financial
  aid funding and awarding rules.

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CAMPUS

• Definition
• A Campus is a geographic breakdown of an
  institution. The Campus designation is unique to
  the specific Institution (i.e., Campuses cannot
  be shared by multiple Institutions).
• Characteristics
• Students may be associated with a specific
  Campus.
• Courses and classes may be associated with a
  specific Campus.

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LOCATIONS

• Definition
• A Location is a further geographic breakdown of
  a Campus. Locations are also used by PeopleSoft
  Human Resources, however Student Administration
  and Human Resources use them differently. In
  Human Resources, Locations typically represent a
  specific building, while in Student
  Administration they are a broader geographic area
  (Student Administration has a specific Building
  table, whereas HR does not). In Student
  Administration, Locations are used in the
  schedule of classes to identify where a specific
  class is being offered.
• Characteristics
• Classes may be associated with a specific
  Location.
• Students cannot be associated with a specific
  Location.

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ACADEMIC GROUP

• Definition
• Academic Groups are typically defined as schools
  or colleges within the university. Academic
  Groups however may be used for other groupings or
  categorizations within the academic structure.
• Characteristics
• Academic Groups are used primarily for reporting
  purposes and security.
• Courses are associated with an Academic Group.

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Academic Organizations

• Definition
• An Academic Organization is an academic or
  administrative entity within an Institution
  and/or Group. Organizations may represent
  different levels, such as divisions or
  departments.
• Academic Organizations are defined in a Tree,
  which represents the hierarchical relationships
  between one organizational level and another.
  Each level of the Tree is called a node. In
  addition, each node may have parent or child
  nodes. The primary purpose of the Academic
  Organization Tree is to grant security access to
  the Course Catalog and the Schedule of Classes
  (SOC). By granting a user access to a specific
  level of the Tree, they are also given access to
  all the child nodes under it. In the Catalog or
  SOC, the user will then have access to those
  courses or classes that are owned by those
  Organizations to which they have access.

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Academic Organizations

• Characteristics
• PeopleSoft does not require any specific
  relationship between Organizations and other
  entities within the structure.
• Organizations may be mapped to one or more
  Finance cost centers and HR departments.
• We recommend that Academic Organizations be
  defined as any academic entity that owns courses,
  students or degrees.

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ACADEMIC SUBJECTS

• Definition
• Academic Subjects are groupings of courses
  within a specific academic area. Subjects are
  used in the Course Catalog.
• Academic Subjects are also identified in the
  Academic Organization Tree as the Detail node
  (the last, terminal level of each branch of the
  Tree).
• Characteristics
• PeopleSoft uses the Academic Subject code in the
  Course ID.

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ACADEMIC CAREERS

• Definition
• An Academic Career in PeopleSoft is a grouping
  of all academic work taken by a student, which is
  grouped into a single record, primarily for
  academic statistic calculations and financial aid
  awarding. One of the first and most critical
  tasks to be completed is for the University to
  define its Academic Careers. As a general rule,
  it is best to have as few Academic Careers as
  possible.
• Characteristics
• GPAs are calculated using all coursework in a
  given Academic Career.
• Academic statistics and statuses (academic load,
  academic level, academic standing, academic
  honors, etc.) are calculated based on all
  coursework in a given Academic Career.
• An Academic Career cannot mix Unit Types (this
  means that all coursework taken under this Career
  must be the same unit type, e.g., semester
  credit, CEU, etc.).
• Registration appointments and enrollment activity
  are Career-specific.
• All courses and classes are associated with a
  specific Career, which may be used to restrict
  enrollments.
• Careers can be used to authorize or prevent
  students in one Career from taking courses in
  another (e.g., students in the graduate career
  can be prevented from taking courses in the
  undergraduate career).
• Career is a high-level key in a large percentage
  of tables and processes within the Student
  Administration application.
• Careers control virtually all financial aid
  processing (budgets, packaging, disbursement
  rules, etc.).
• Careers control how coursework appears on
  transcripts different versions of transcripts
  can be produced for different Careers.

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ACADEMIC PROGRAMS

• Definition
• Academic Programs are the primary controlling
  variable, along with Academic Career, in the
  Student Records and Admissions modules.
  PeopleSoft defines an Academic Program as what
  the student applies to, is admitted into, and
  ultimately graduates from. The University must
  determine the appropriate level (e.g., the
  appropriate level of control) at which to define
  Academic Programs. As a general rule, it is best
  to have as few Academic Programs as possible.
• Characteristics
• Academic Programs define rules for the following
  variables.
• Career
• Grading Scheme
• Academic Level Rules
• Academic Load Rules
• Academic Calendars
• FA Eligibility (this is yes or no option however
  Academic Programs are not used within the
  Financial Aid module for student eligibility and
  awarding)
• Academic Standing Rules
• Academic Honors Rules
• Repeat Rules
• Incomplete Grade Lapse Rules
• Min/Max Units for Enrollment

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ACADEMIC PROGRAMS

• Applicants are admitted into a Program, with a
  Plan attached. However, the students admission
  status is at the Program level.
• Transfer Course Credit Evaluation Schemes are by
  Program and/or Plan (although Program is
  required).
• A students status with respect to the University
  is based on their Program status (e.g.,
  Activation, Dismissal, Defer, Leave of Absence,
  Readmit, Suspension, Administrative Withdrawal,
  etc.).
• Degree status (e.g., applied, approved, awarded,
  etc.) is by Program.
• Security can be attached to Programs, to restrict
  access to students in those programs. In addition
  to those items listed above, Program can be used
  as a selection parameter in numerous tables and
  processes, including Fee Assessment and Degree
  Audit.
• Requirements, Evaluations and Ratings are by
  Program.

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ACADEMIC PLAN

• Definition
• An Academic Plan is the combination of degree
  objective and specific area of study within an
  Academic Program. Academic Plans may be majors,
  minors, or certificates.
• Characteristics
• Academic Plans include the specific degree
  objective for the student (e.g., BA versus BS).
• Academic Plan codes must be unique across all
  Institutions, Careers, and Programs.
• An Academic Plan may be associated with either a
  specific Career or a specific Program.
• If an Academic Plan does not have a Degree
  associated with it, students may not be graduated
  from it (the Program cannot be marked as
  Completed).

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ACADEMIC SUBPLAN

• Definition
• An Academic Subplan is a specific area of study
  within a specific Academic Plan. Academic
  Subplans may be a minor, a concentration, an
  emphasis area or an honors designation.
• Characteristics
• The Subplan code must be unique across all
  Institutions, Careers, Programs, and Plans.
• The Subplan is valid only for the specific
  Academic Plan that owns it.