Waterloo INQuiry

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Waterloo INQuiry

• An Inquiry Tool for the
• Student Administration System
• September 2001

University of Waterloo
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WINQ

• WINQ is
• An Inquiry Toolfor those without access to SA
• Data for Applicants, Students, and Student Awards
• A replacement for STUDINQ STUDINQ will remain
  until late fall term 2001
• Confidential DataPolicy 19 - Access To and
  Release of Student Information applies to all UW
  employees http//www.adm.uwaterloo.ca/infsec/Polic
  ies/policy19.pdf

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WINQ

• WINQ is not
• Statistical Summaries APPSTAT has replaced
  APPGRID and ENRLSTAT will replace SUMGRID
• A Reporting Tool A replacement for REPORTER is
  not yet available. IST is actively working on a
  replacement for Reporter.

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WINQ

• UW is replacing a suite of legacy systems (SRS,
  SSS, MarkProc, APPMNTC, OUAC Load, etc.) with the
  Student Administration system, a PeopleSoft
  product
• The Student Administration system is a framework
  system each school customizes the system for
  their own programs, locations, courses, degrees,
  etc.

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WINQ

• The Student Administration (SA) system provides
  functionality not previously available to
  students
• Students now have web access to make course
  selections, mailing address changes, phone number
  changes, and email address changes. They can pay
  via their bank.
• They will also be able to check their own marks
  each term and do a degree audit (what is left to
  complete for their degree)

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WINQ

• What is QUEST? (http//www.quest.uwaterloo.ca/)
• Our name for all the new software and hardware
  systems that support our student administration
  processes. It includes our implementation of
  PeopleSoft SA, but also a number of related
  systems like WINQ (based on Cognos' Impromptu Web
  Reports, replacing "Student Inquiry"), a new exam
  scheduling system, and a new room bookings
  system. SA is by far the largest component,
  consisting of seven modules, for admissions,
  financial aid, student financials, student
  records, campus community (basic biographic
  information), advisement (like old "marks
  processing" plus promotions and on-line
  advising), and a suite of self-service
  applications (what we've called studentQuest,
  facultyQuest, and staffQuest).
• For more QUEST information
• http//www.quest.uwaterloo.ca/memo090701.html

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WINQ
Records Conversion Notes

• The process to move student records from WatVM to
  SA involved more than a quarter million students
• Each student has several thousands pieces of
  information
• Conversion is not an exact science and clean-up
  work is continuing in the following areas
  Transfer Credits, Degree Coding, Academic Level,
  of Terms of Study, BIUs, Co-op Data, Earnings
  and a few other pieces. Please be patient!

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WINQ

• Possible Errors in Converted Data
• Please report obvious data errors by email with
  Conversion Issue as part of the subject.
• Please email Fatima Mitchell (fatimam_at_admmail.uwat
  erloo.ca) or your team representative
• Bulk clean-up will be completed first, then
  individual record problems will be dealt with.
• Please note that some information previously
  available in WatVM is not available on WINQ, e.g.
  the Finance Office is not providing data on
  tuition, and class lists are not available on
  WINQ (class lists will be available in a
  different format in the near future).

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WINQ

• How it works

Web Browser (secure site, must login) Internet
Explorer or Netscape
1
4
Data Retriever Cognos
2
3
SA Database Student Administration by PeopleSoft
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WINQ

• System Requirements (Mac or PC)
• 1. An internet connected computer
• 2. A web browser, e.g. Internet Explorer or
  Netscape (most recent version)
• 3. Must be able to view and accept new security
  certificates. For WINQ, UW (IST) has its own
  security certificate.

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WINQ

• Logging into WINQ

1. Launch your web browser 2. From the UW Home
Page, select Quest (http//www.quest.uwaterloo.ca)
, then facultyQUEST or staffQUEST, and finally
WINQ Or go to the WINQ web address https//a
yersrock.uwaterloo.ca 3. The first time you log
in you will be asked to verify the web sites
security certificate. Follow the instructions
provided by your web browser OR go to
http//ist.uwaterloo.ca/security/IST-CA/ and
follow the instructions to accept the certificate
before using WINQ.
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WINQ

• First Screen at https//www.ayersrock.uwaterloo.ca

Two routes into WINQ
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WINQ

• Policy 19 Message

Goes to Log in Screen
Return to previous screen
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WINQ

• Two routes into WINQ
• Please log on here and change your password now
  - takes you into Policy 19, Logon, then into a
  few COGNOS screens, then to WINQ Home
• Navigate immediately to Waterloo Inquiry -
  takes you into Policy 19, Logon, then to WINQ
  Home (to search for someone)

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WINQ

• Logon

1. Enter Your UW userid
2. Enter the password you set
3. Single Click Log on
Hint Use the Tab key to move from field to field.
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WINQ

• Password Change Route

Single Click Start
Hint If you dont want to see this page every
time you login, single click the checkbox Show
this welcome page at startup to turn off the
checkmark.
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WINQ

• Changing Your Password

1
The second time you login, single click the
circled checkmark Set Your Preferences
2
3
1. Enter your current Password 2. Enter your
new Password 3. Re-enter your new Password 4.
Single click on OK
Single Click Change Logon Password
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WINQ

• Entering WINQ after Password Change

Single Click
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WINQ

• Final Cognos Screen after Password Change

Single Click
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WINQ

• WINQ Home

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WINQ

• WINQ Home Successful Searching Tips

- Use correct spelling of surname and at least
one letter of first name all lower case
letters is okay OR - Use only the Waterloo
ID OR - Use only the OUAC Reference Number (for
Undergraduate Applicants)
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WINQ

• In the box between the Back and Next buttons,
  click on the down arrow and select the applicant
  of interest by moving (use mouse or down arrow)
  to the required name (blue highlight), and single
  click.
• Personal and Enrollment data for the highlighted
  name will appear.
• Single click the round button for the type of
  data you need (e.g. Biographic and Demographic
  Data).

Cat,Felix (11111111)
11111111
519-111-1111
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WINQ

• Types of Data Available

- Biographic and Demographic Data provides name,
address, phone number, email, date of birth,
language and Visa Permit Data. - Each Index
takes you to a list of options - Service
Indicators (previously known as Withholds)
provides data on what the indicator is, its
impact and which department placed it.
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WINQ

• Admissions Index

Single Click on the Radio Button for the type of
information you require. Click on the Next Button.
Radio Buttons
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WINQ

• Records Index

Awaiting conversion from WatVM
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WINQ

• Student Awards Index

Data not yet available
Go to screen selected
Return to WINQ Home to search for next person
Return to Previous Screen
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WINQ

• Sample screen Application Summary

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WINQ

• Sample Screen External Courses (Admissions)

The scroll bar indicates there is more data
below.
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WINQ
Sample Screen Class Schedule
This header information appears on every screen
Cat,Felix 11111111
2001111111
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WINQ

• Sample Screen Term History Grades

Cat,Felix 11111111
Term History displays most recent term at the top
and travels backwards through time as you move
down the screen. This screen has more data and
the user must scroll down to see it.
2001111111
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WINQ

• Sample Screen Activation History

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WINQ

• Sample Screen Co-op Information

This is an interface issue co-op data was not
available on WatVM for conversion - this is a
known issue for all co-op students. It is on the
clean-up list.
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WINQ

• Sample Screen Awards/Scholarship
• Information

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WINQ

• Notes
• 1. For computer setup, configuration (e.g.
  upgrading to a newer version of your web browser)
  or printing problems, please contact your systems
  support staff.
• 2. If the server is not available or your
  password doesnt work, submit an email to
  request_at_ist. Be sure to include a description of
  the problem in the body of your message.
• 3. New Account Requests Send email to
  request_at_ist. The request will be researched to
  ensure the person asking for access to WINQ is an
  employee of the University of Waterloo and that
  job tasks require access to this type of data.
  When approved, the account will be created and
  the new account holder will be informed of their
  temporary password.
• 4. Understanding the data If you dont know what
  a title, word or phrase means, check the glossary
  at the end of this presentation. If its not
  there, ask a co-worker who uses the system. Still
  no answer? Graduate Data - contact the Graduate
  Studies Office. Undergraduate Data - contact the
  Registrars Office. Student Awards Data - contact
  the Student Awards Office.

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WINQ Glossary page 1

• Academic Advisement is a PeopleSoft term for
  Degree Audit.
• Academic Career is a grouping of all academic
  work undertaken by a student in a faculty that
  the faculty groups into a single student
  record.The University of Waterloo has two
  careers Undergraduate and Graduate.
• Academic Group is a school or Faculty within a
  university such as the Faculty of Arts.
• Academic Organization is an academic department
  such as FRENCH.
• Academic Plan is an area of study within an
  Academic Program. Some Plans have a diploma or
  certificate associated with completion of
  specified requirements (for example, majors have
  a degree, minors do not). Example Biology.
• Academic Program combined with an Academic Plan
  is the entity to which a student applies to, is
  admitted into, and ultimately graduates from. A
  number of rules are attached to the Academic
  Program that control such things as the
  calculation of Level/Load, Milestones, Academic
  Standing, Honours/Awards. Typically, there are
  only a few programs at the Undergraduate level,
  but there may be a different one for every area
  of study and degree offered at the Graduate
  level. Example, Undergraduate, Arts, Honours
  Co-op.

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WINQ Glossary page 2

• Academic Session is owned by terms for
  instance, the Spring term has within it the
  Spring, July, August and Summer sessions.
  Sessions may overlap but terms may not.
• Academic Subplan is an area of further
  specialization within an Academic Plan. Example
  Recreation major with emphasis in Therapeutic
  Recreation.
• Academic Term is an administrative time period
  within which sessions are defined, students are
  billed, and statistics are accumulated for
  individual students as well as for the entire
  school.
• Admit Term is the first term in which an
  applicant is expected to enroll in an academic
  program.
• Campus is a separate campus within the same
  institution. Campuses use the same course catalog
  and produce a common transcript if a student
  changes campuses but not careers. Campuses are
  usually associated with a separate physical
  administrative location. At UW we will have the
  following campuses MAIN, CGC, REN, STJ, STP.
• Catalog Number is the course number such as 127
  in Math 127.

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WINQ Glossary page 3

• Class Enrollment is the process-specific term
  that applies to requesting Classes. The legacy
  process is called preregistration or drop/add.
• Course is offered by a Faculty, usually described
  in the course catalog. A course has a standard
  syllabus and credit level, although these may be
  modified at the class level. Courses can contain
  multiple components such as lecture, discussion,
  and lab.
• Course Catalog is an inventory of courses offered
  by Departments at the University. The "heart" of
  the Student Records module, the Catalog records
  data that flows down to the Schedule of Classes
  for controlling enrolment such as course
  equivalencies and course requisites.
• Course Equivalencies are used for repeat checking
  and degree requirement purposes.
• Degree Audit is the process by which student
  progress towards completion of a degree is
  monitored.
• Effective Date and Effective Date Status
  Effective dates in tables allow for audit trails
  and also allow processing to occur in the past
  and future.
• Effective Date Sequence is used to identify
  whether more than one change occurs to program
  data on the same day.
• Instruction Mode is used to identify whether
  class is taught in person or via www, distance
  education, etc.
• Intention to Matriculate, formerly known as
  Confirmation. The applicant has confirmed that
  they will accept UWs Offer of Admission.

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WINQ Glossary page 4

• Interface is a data connection between two
  systems.
• Matriculate means that all necessary admissions
  requirements (applied, admitted, confirmed) have
  been satisfied by a applicant and their record
  has been moved from Admissions to Student
  Records. Shown as Program Action of MATR. Once
  matriculated, the student may be activated in an
  Academic Program and enroll in courses.
• Meeting Pattern is a standard code for defaults
  for the meeting duration and meeting times such
  as, 50 minutes MWF.
• Panel is an organized set of data in the student
  administration system.
• Registration This term is not used in the
  PeopleSoft system because it means different
  things to different schools. More
  process-specific terms such as class enrollment,
  payment of fees and term activation are used.
• Section Combined Course sections are combined to
  share the same teaching space such as Heldwith
  classes at the University of Waterloo.
• SETID is the Institutions System Number i.e.
  UWATR at Waterloo.
• Unit corresponds to credit weight at the
  University of Waterloo.