Chapter 1 - Social Sciences at Hunter College - CUNY

Campus Solutions: Student Records

Reference Guide

SR Reference Guide

Table of Contents How to use this Reference Guide ......................................................................... 14 Introduction to Student Records Module............................................................. 15 Module Objectives ........................................................................................................... 15

Unit I: Foundations of Student Records .............................................................. 16 Unit Introduction .............................................................................................................. 16 Unit Objectives ................................................................................................................ 16

Chapter 1 - Modules of Campus Solutions .......................................................... 17 Chapter Objectives .......................................................................................................... 17 Topic 1:

Modules of Campus Solutions ....................................................................... 18

Topic 2:

“A” Student’s Record in Campus Solutions: ................................................... 20

Chapter 2 - Understanding Academic Structure ................................................. 21 Chapter Objectives .......................................................................................................... 21 Topic 1:

Academic Structure ....................................................................................... 22

Topic 2:

Student Record Components relative to Academic Structure ........................ 24

Chapter 3 - Overview of Student Records ........................................................... 27 Chapter Objectives .......................................................................................................... 27 Topic 1:

Overview of Student Records ........................................................................ 28

Chapter 4 – Campus Community Shared Functionality ..................................... 29 Chapter Objectives .......................................................................................................... 29 Topic 1:

Student Services Center................................................................................ 30

Topic 2:

Student Services Center: Student Center Tab ............................................... 31

Topic 3:

Student Services Center: General Info Tab ................................................... 35

Topic 4:

Student Services Center: Academics Tab ..................................................... 39

Topic 5:

Student Services Center: Admissions Tab..................................................... 42

Topic 6:

Student Services Center: Transfer Credit Tab ............................................... 45

Topic 7:

Student Services Center: Finances Tab ........................................................ 48

Topic 8:

Conduct Search/Match ................................................................................. 49

Topic 9:

Add a Person ............................................................................................... 57

Topic 10:

Update Bio/Demo Information – Names ..................................................... 62

Topic 11:

Update Bio/Demo Information – Addresses ............................................... 69

Topic 12:

Enter Ethnicity Data for a Student .............................................................. 77

Topic 13:

Enter Languages Information for a Student ................................................ 78

Topic 14:

Enter Decedent Information ....................................................................... 80 Last Updated: October 30, 2013| Page: 2

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Topic 15:

Enter Emergency Contacts Information for a Student ................................ 81

Topic 16:

Enter External System Id Information for a Student.................................... 85

Topic 17:

Entering Residency Information ................................................................. 86

Topic 18:

Entering Citizenship Information ............................................................... 92

Topic 19:

Entering Visa/Permit Information................................................................ 94

Topic 20:

Manually Assign a Service Indicator .......................................................... 97

Topic 21:

Manually Release a Service Indicator ...................................................... 101

Topic 22:

Edit a Service Indicator ............................................................................ 102

Topic 23:

View Service Indicator Audits................................................................... 103

Topic 24:

Assign Service Indicators in Batch ........................................................... 106

Topic 25:

Add Student to Student Group ................................................................. 108

Topic 26:

Inactivate a Student in a Student Group................................................... 111

Topic 27:

View Students in Student Group .............................................................. 113

Topic 28:

Use FERPA Quick Entry .......................................................................... 115

Topic 29:

View FERPA Display ............................................................................... 120

Topic 30:

View/Update Immunization Records ........................................................ 122

Topic 31:

Registrar Functions in Health Services .................................................... 127

Topic 32:

Enter/Update Disability Data .................................................................... 128

Topic 33:

Update Military Status Information ........................................................... 134

Topic 34:

Assign Communications to an Individual .................................................. 138

Topic 35:

View an Individual Communication Summary .......................................... 143

Topic 36:

View an Individual Communication Detail ................................................ 145

Topic 37:

Assign a Checklist to a Person ................................................................ 147

Topic 38:

View a Person Checklist Summary .......................................................... 150

Topic 39:

View a Person Checklist Detail ................................................................ 152

Topic 40:

Update a Checklist Item (By Item)............................................................ 153

Topic 41:

Update a Checklist Item (By Person) ....................................................... 155

Chapter 5: Managing Duplicate Records in CUNYfirst ..................................... 156 Chapter Objectives ........................................................................................................ 156 Topic 1 - Preventing Duplicate Records ........................................................................ 157 Topic 2 - Identifying and Reporting Duplicate Records .................................................. 158 Topic 3 - Combining Duplicate Records ........................................................................ 159

Unit II: Term Set-up .............................................................................................. 160 Unit Introduction ............................................................................................................ 160 Unit Objectives: ............................................................................................................. 160

Chapter 1 – Set Up and Maintain Term Values .................................................. 161 Last Updated: October 30, 2013| Page: 3

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Chapter Objectives ........................................................................................................ 161 Topic 1:

Add/Update Term Values ............................................................................ 162

Chapter 2 – Add/Update Terms and Sessions................................................... 164 Chapter Objectives ........................................................................................................ 164 Topic 1:

Add/Update Term and Session.................................................................... 165

Chapter 3 – Set Up and Maintain Academic/COA Calendars ........................... 171 Chapter Objectives ........................................................................................................ 171 Topic 1:

Add/Update Academic Calendars ................................................................ 172

Topic 2:

Add/Update Certification of Attendance Rosters Dates................................ 181

Unit III: Course Catalog ....................................................................................... 182 Unit Introduction ............................................................................................................ 182 Unit Objectives .............................................................................................................. 182

Chapter 1 –Course Offerings .............................................................................. 183 Chapter Objectives ........................................................................................................ 183 Topic 1:

Add/Update Course Offering ....................................................................... 184

Topic 2:

Create a Multi-Component Course .............................................................. 193

Topic 3:

Create a Cross-Listed Course ..................................................................... 194

Topic 4:

Create a Variable Topic Course .................................................................. 196

Topic 5:

Create/Update Themes/Topic for Learning Community Courses ................. 198

Topic 6:

Create a Remedial Course .......................................................................... 199

Topic 7:

Create a Variable Credit Course .................................................................. 200

Chapter 2 – Enrollment Requirements ............................................................... 201 Chapter Objectives ........................................................................................................ 202 Topic 1:

Add/Update Requisite Program Status ........................................................ 204

Topic 2:

Add/Update Tests for use in Requisites ....................................................... 205

Topic 3:

Add/Update Student Groups for use in Requisites....................................... 207

Topic 4:

Add/Update Requisite Conditions ................................................................ 209

Topic 5:

Add/Update Entity Groups for use in Requisites .......................................... 216

Topic 6:

Add/Update Enrollments Requirements Groups .......................................... 218

Topic 7:

Add/Update Enrollment Requirements ........................................................ 227

Topic 8:

Add/Update Enrollment Course Lists ........................................................... 232

Topic 9:

Add/Update Enrollment Requirement Group for a Course ........................... 237

Topic 10:

Create Course or Condition Requisite ...................................................... 239

Topic 11:

Create Wild-Card Course Requisite ......................................................... 240

Topic 12:

Create Requirement, Course, and Course List Requisite ......................... 241

Topic 13:

Create Condition and Course Requisite, Exclude In-Progress Credit ....... 244 Last Updated: October 30, 2013| Page: 4

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Topic 14:

Create Course Requisite, Include In-Progress Credit ............................... 245

Topic 15:

Create Maximum Unit Limit for Enrollment ............................................... 247

Topic 16:

Create Test Score Pre/Co-requisite ......................................................... 249

Topic 17:

Create an Anti-Requisite Enrollment Requirement ................................... 251

Chapter 3 – Course Equivalency Groups........................................................... 256 Chapter Objectives ........................................................................................................ 256 Topic 1:

Create Course Equivalency Group .............................................................. 257

Topic 2:

Attach Course Equivalency Groups ............................................................. 259

Topic 3:

View Course Equivalency Groups ............................................................... 260

Chapter 4 – Browse, Search and Print Course Catalog .................................... 262 Chapter Objectives ........................................................................................................ 262 Topic 1:

Browse Course Catalog............................................................................... 263

Topic 2:

Search Course Catalog ............................................................................... 266

Topic 3:

Catalog Summary........................................................................................ 268

Topic 4:

Print Course Catalog (Batch Process) ......................................................... 269

Unit IV: Class Schedule I ..................................................................................... 272 Unit Introduction ............................................................................................................ 272 Course Objectives ......................................................................................................... 272

Chapter 1: Copy Prior Term’s Schedule ............................................................ 273 Chapter Objectives ........................................................................................................ 273 Topic 1:

Copy Prior Term Schedule (Batch Process) ................................................ 274

Chapter 2 – Update Data from Course Catalog to Class Schedule ................. 277 Chapter Objectives ........................................................................................................ 277 Topic 1:

Roll Data from the Course Catalog to Class Schedule................................. 278

Chapter 3 – Schedule Exams .............................................................................. 280 Chapter Objectives ........................................................................................................ 280 Topic 1:

Create Exam Codes .................................................................................... 281

Topic 2:

Generate Exam Schedule (Batch Process) ................................................. 283

Chapter 4 – Review Class Facility Usage........................................................... 285 Chapter Objectives ........................................................................................................ 285 Topic 1:

View Class Facility Usage ........................................................................... 286

Chapter 5 – View and Print the Class Schedule ................................................ 288 Chapter Objectives ........................................................................................................ 288 Topic 1:

View the Class Schedule ............................................................................. 289

Topic 2:

Print Class Schedule (Batch Process) ......................................................... 292 Last Updated: October 30, 2013| Page: 5

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Unit V: Class Schedule II ..................................................................................... 296 Unit Introduction ............................................................................................................ 296 Course Objectives ......................................................................................................... 296

Chapter 1 - Schedule a New Course ................................................................... 297 Chapter Objectives ........................................................................................................ 297 Topic 1:

Schedule New Course ................................................................................. 298

Topic 2:

View/Update Textbook Data ........................................................................ 314

Topic 3:

Create/Update Topic(s) for a Class ............................................................. 319

Chapter 2 - Update Scheduled Classes ............................................................. 321 Chapter Objectives ........................................................................................................ 321 Topic 1:

Maintain Schedule of Classes ..................................................................... 322

Topic 2:

Update Scheduled Class Meetings .............................................................. 324

Topic 3:

Update Sections of a Class ......................................................................... 328

Topic 4:

Cancel Class & Send Communication ......................................................... 331

Chapter 3 – Class Associations/Auto Enroll ..................................................... 342 Chapter Objectives ........................................................................................................ 342 Topic 1:

View/Update Associations ........................................................................... 343

Topic 2:

Auto Enroll................................................................................................... 347

Topic 3:

Adjust Class Associations ........................................................................... 349

Topic 4:

Change Grading Basis for Scheduled/Enrolled Class .................................. 354

Chapter 4 – Reserve Capacity............................................................................. 356 Chapter Objectives ........................................................................................................ 356 Topic 1:

Update Reserve Capacities for a Scheduled Class ..................................... 357

Chapter 5 – Create and Modify Class Permissions........................................... 359 Chapter Objectives ........................................................................................................ 359 Topic 1:

Update Student Specific Permission............................................................ 360

Topic 2:

Create/Update Student-Specific Add Permissions ....................................... 361

Topic 3:

Create/Update Student Specific Drop Permissions ...................................... 364

Topic 4:

Create/Update Class Permissions ............................................................... 367

Topic 5:

Create Add Permissions by Subject Area (Batch Process) .......................... 370

Chapter 6 - Combine Sections ............................................................................ 373 Chapter Objectives ........................................................................................................ 373 Topic 1:

Create/Update Combined Sections ............................................................. 374

Topic 2:

View Combined Sections............................................................................. 376

Unit VI: Enrollment Setup .................................................................................... 379 Last Updated: October 30, 2013| Page: 6

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Unit Introduction ............................................................................................................ 379 Unit Objectives .............................................................................................................. 380

Chapter 1 – Term Activate Students .................................................................. 381 Chapter Objectives ........................................................................................................ 381 Topic 1:

Create Global Exclusion Rule for Batch Term Activation ............................. 382

Topic 2:

Term Activate Multiple Students (Batch Process) ........................................ 386

Topic 3:

Term Activate Individual Students ............................................................... 396

Chapter 2 – Manage Enrollment Appointments ............................................................. 405 Chapter Objectives ........................................................................................................ 405 Topic 1:

Create Enrollment Limits for Appointments.................................................. 406

Topic 2:

Create Student Appointment Blocks ............................................................ 408

Topic 3:

Create Appointment Times (Appointment Blocks) ....................................... 412

Topic 4:

Assign Appointments for Multiple Students (Batch Process)........................ 418

Topic 5:

View/Update Appointments for Individual Students .................................... 424

Topic 6:

Update Enrollment Limits (Batch Process) ................................................. 428

Unit VII: Enrollment Management ....................................................................... 431 Unit Introduction ............................................................................................................ 431

Chapter 1 – Enrollment: Individual Student...................................................... 432 Chapter Objectives ........................................................................................................ 432 Topic 1:

Quick Enroll ................................................................................................. 433

Topic 2:

Enrollment Request ..................................................................................... 442

Topic 3:

Enrollment ................................................................................................... 450

Chapter 2 – Enrollment: Multiple Students ....................................................... 460 Chapter Objectives ........................................................................................................ 460 Topic 1:

Create Class Block ...................................................................................... 461

Topic 2:

Create Student Block................................................................................... 466

Topic 3:

Merge Blocks & Enroll (Class & Student)..................................................... 468

Topic 4:

Mass Enrollment (Batch Process) ............................................................... 477

Topic 5:

Move Students from Waitlist to Enroll .......................................................... 478

Chapter 3 – Maintain Enrollment Data ............................................................... 480 Chapter Objectives ........................................................................................................ 480 Topic 1:

Change Grading Basis (Audit or P/NP) ........................................................ 481

Topic 2:

Class Rosters .............................................................................................. 488

Topic 3:

View Enrollment Requests .......................................................................... 492

Topic 4:

View Enrollment Summary .......................................................................... 499

Topic 5:

Create Student Study List (Batch Process).................................................. 502 Last Updated: October 30, 2013| Page: 7

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Topic 6:

Waitlist Purge (Batch Process) .................................................................... 504

Topic 7:

“Drop – Retain Record” Data Purge (Batch Process)................................... 506

Topic 8:

Shopping Cart Purge (Batch Process) ......................................................... 508

Chapter 4 – Withdrawals and Cancellations ...................................................... 509 Chapter Objectives ........................................................................................................ 509 Topic 1:

Withdrawals and Cancellations for Individual Student.................................. 510

Topic 2:

SF Non-Payment Term/Session Cancellations (Batch Process) .................. 515

Topic 3:

SF Non-Payment Class Cancellations (Batch Process) ............................... 519

Topic 4:

View Withdrawal/Cancellation Status .......................................................... 521

Topic 5:

Update Failed Cancellation Requests (Batch Process)................................ 522

Topic 6:

Withdrawal/Cancellation/Drop Reasons ...................................................... 529

Chapter 5 – Verification of Attendance .............................................................. 530 Chapter Objectives ........................................................................................................ 530 Topic 1:

View/Update Verification of Attendance Rosters.......................................... 531

Topic 2:

Certify Outstanding VOA Rosters (Batch Process) ...................................... 535

Topic 3:

Assign WN Grade (Batch Process).............................................................. 537

Chapter 6 – Enrollment Verification ................................................................... 539 Chapter Objectives ........................................................................................................ 539 Topic 1:

Create Enrollment Verification for Individual Student ................................... 540

Topic 2:

Create Enrollment Verification for Multiple Students (Batch Process) .......... 546

Chapter 7 – Post Enrollment Requirement Checking ....................................... 548 Chapter Objectives ........................................................................................................ 548 Topic 1:

Enrollment Requirement Roster .................................................................. 549

Topic 2:

Post Enrollment Requirement Checking (Batch Process) ............................ 556

Topic 3:

Print Enrollment Requirement Rosters (Batch Process) .............................. 560

Topic 4:

Process Drop Requests for Post Enrollment Requirement (Batch Process) 564

Topic 5:

Purge Post Enrollment Requirement (Batch Process) ................................. 568

Unit VIII: Career & Program/Plan Stack .............................................................. 570 Unit Objectives .............................................................................................................. 570

Chapter 1 – Programs and Plans ........................................................................ 571 Chapter Objectives ........................................................................................................ 571 Topic 1:

View Program/Plan Stack ............................................................................ 572

Topic 2:

Update Program/Plan Stack ........................................................................ 577

Topic 4:

Create New Program/Plan ........................................................................... 581

Topic 5:

Update Plans and Sub-plans ....................................................................... 585 Last Updated: October 30, 2013| Page: 8

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Topic 6:

View a Student’s Career(s) .......................................................................... 590

Topic 7:

View/Update Expected Graduation Term for Individual Student .................. 591

Topic 8:

Update Expected Graduation Term for Multiple Students (Batch Process) .. 594

Topic 9:

Program Actions .......................................................................................... 596

Chapter 2 – Auto Discontinue Students............................................................. 598 Topic 1:

Discontinue Individual Student .................................................................... 599

Topic 2:

Auto Discontinue Multiple Students (Batch Process) ................................... 603

Chapter 3 – Search/Match in CUNYfirst ............................................................. 606 Chapter Objectives ........................................................................................................ 606 Topic 1:

Conduct Search/Match ................................................................................ 607

Chapter 4 – Permit-In / Non-Degree Students ................................................... 613 Chapter Objectives ........................................................................................................ 613 Topic 1:

Non-Degree Students without Empl ID ........................................................ 614

Topic 2:

Non-Degree Students with Empl ID ............................................................. 622

Unit IX: Manage Student Information ................................................................. 625 Unit Objectives .............................................................................................................. 625

Chapter 1 – Student Groups ............................................................................... 626 Chapter Objectives ........................................................................................................ 626 Topic 1:

Create/Update Student Groups ................................................................... 627

Topic 2:

View Available Student Groups by Group .................................................... 628

Topic 3:

View Available Student Groups by Student ................................................. 629

Topic 4:

View/Update Individual Student in a Student Group .................................... 633

Topic 5:

Update Multiple Students in Student Group (Batch Process) ....................... 635

Chapter 2 – Maintain & Assign Advisors ........................................................... 638 Chapter Objectives ........................................................................................................ 638 Topic 1:

Create a Committee Template..................................................................... 639

Topic 2:

Create a Committee of Advisors .................................................................. 641

Topic 3:

Update Instructor/Advisor Table .................................................................. 644

Topic 4:

Update Advisor Assignment for a Student ................................................... 646

Chapter 3 – Milestones ........................................................................................ 649 Chapter Objectives ........................................................................................................ 649 Topic 1:

Create Milestones ....................................................................................... 650

Topic 2:

Update Student Milestones (with Advisors) ................................................. 654

Topic 3:

View/Update Milestone Attempts ................................................................. 658

Topic 4:

View a Student’s Milestone Progress .......................................................... 661 Last Updated: October 30, 2013| Page: 9

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Unit X: Transfer Credit Setup .............................................................................. 664 Unit Introduction ............................................................................................................ 664 Unit Objectives .............................................................................................................. 664

Chapter 1 – Set up and Maintain the External Catalog ..................................... 665 Chapter Objectives ........................................................................................................ 665 Topic 1:

Create/Update External Organizations ........................................................ 666

Topic 2:

View/Update Organization School Data ....................................................... 669

Topic 3:

View/Update External Subject Areas ........................................................... 671

Topic 4:

Update External Organization’s Subjects..................................................... 673

Topic 5:

Create/Update External Courses ................................................................. 673

Chapter 2 – Set up for Automated Course/Test Credit ..................................... 676 Chapter Objectives ........................................................................................................ 676 Topic 1:

Create Course Equivalents .......................................................................... 677

Topic 2:

View/Update a Transfer Subject Area.......................................................... 685

Topic 3:

Create One-to-One Rule ............................................................................. 692

Topic 4:

Create Two-to-One Rule ............................................................................. 692

Topic 5:

Create One-to-Two Rule ............................................................................. 692

Topic 6:

Create Many-to-Many Rule.......................................................................... 692

Topic 7:

Create a Copy of Transfer Subject Area (Batch Process) ............................ 693

Topic 8:

Create a Course Transfer Rule.................................................................... 700

Topic 9:

View/Update a Course Transfer Rule .......................................................... 703

Topic 10:

Update Transfer Rules for a Program (Program/Source Equivalency) ..... 704

Topic 11:

Create a Test Transfer Rule..................................................................... 707

Chapter 3 – Enter Student’s External Education............................................... 710 Chapter Objectives ........................................................................................................ 710 Topic 1:

View/Update a Student’s External Courses ................................................. 711

Topic 2:

View/Update a Student’s Test Scores ......................................................... 714

Unit XI: Transfer/Test Credit Evaluation ............................................................ 716 Unit Introduction ............................................................................................................ 716 Unit Objectives .............................................................................................................. 716

Chapter 1 – Evaluate Course Credit ................................................................... 717 Chapter Objectives ........................................................................................................ 717 Topic 1:

Automatic Vs. Manual Transfer Credit Evaluation........................................ 718

Topic 2:

Evaluate Transfer Credit - Automatic (Individual Student) ........................... 719

Topic 3:

Evaluate Transfer Credit - Automatic (Batch Process) ................................. 725 Last Updated: October 30, 2013| Page: 10

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Topic 4:

View/Update Transfer Credit Evaluation ...................................................... 729

Topic 5:

Evaluate Transfer Credit – Manual (Individual Student) ............................... 731

Topic 6:

Transfer Credit – Overrides and Exception Processing ............................... 736

Chapter 2 – Evaluate Test Credit ........................................................................ 737 Chapter Objectives ........................................................................................................ 737 Topic 1:

Test Credits - Manual .................................................................................. 738

Chapter 3 – Evaluate Other Credit ...................................................................... 743 Chapter Objective.......................................................................................................... 743 Topic 1:

Evaluate ‘Other’ Credits............................................................................... 744

Topic 2:

Permit Out (ePermit/Permit) ........................................................................ 748

Chapter 4 – Run Transfer Credit Reports .......................................................... 755 Chapter Objectives ........................................................................................................ 755 Topic 1:

View/Print Transfer Credit Summary ........................................................... 756

Topic 2:

Create Transfer Evaluation Report (Batch Process) .................................... 760

Unit XII: Transcripts ............................................................................................. 762 Unit Introduction ............................................................................................................ 762 Unit Objectives .............................................................................................................. 763

Chapter 1 – Define Transcript Text..................................................................... 765 Chapter Objectives ........................................................................................................ 765 Topic 1:

Create/Update Transcript Text .................................................................... 766

Chapter 2 – Generate Transcripts ...................................................................... 771 Chapter Objectives ........................................................................................................ 771 Topic 1:

Generate Transcripts for Individuals or Small Groups.................................. 772

Topic 2:

View Transcript Requests ............................................................................ 778

Topic 3:

Generate Multiple Transcripts (Batch Process)............................................ 780

Topic 4:

Purge Transcript Reports (Batch Process) .................................................. 787

Unit XIII: Grading.................................................................................................. 790 Unit Introduction ............................................................................................................ 790 Course Objectives ......................................................................................................... 790

Chapter 1 – Grade Rosters .................................................................................. 791 Course Objectives ......................................................................................................... 791 Topic 1:

Create Grade Rosters (Batch Process) ....................................................... 792

Topic 2:

Create Grade Roster (Single Class) ............................................................ 795

Topic 3:

Post Grade Roster (Batch Process)............................................................. 798

Topic 4:

Post Grade Roster (Single Class) ................................................................ 801 Last Updated: October 30, 2013| Page: 11

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Topic 5:

Post Partial Grades from a Single Roster .................................................... 803

Topic 6:

Print Grade Rosters (Batch Process)........................................................... 805

Topic 7:

Law Exam Numbers – Blind Grading ID (Batch Process) ............................ 808

Chapter 2 – Enter and Approve Grades ............................................................. 815 Chapter Objectives ........................................................................................................ 815 Topic 1:

Enter Grades in a Grade Roster .................................................................. 816

Topic 2:

Approve a Grade Roster.............................................................................. 819

Chapter 3 – Update Student Records After Grading ......................................... 821 Chapter Objectives ........................................................................................................ 821 Topic 1:

View/Update a Student’s Incomplete/ Grade Lapse Status .......................... 822

Topic 2:

Update a Student’s Grade from Incomplete ................................................. 824

Topic 3:

Grade Lapse (Batch Process) ..................................................................... 827

Topic 4:

Repeat Checking (Batch Process) ............................................................... 830

Topic 5:

CUNY Repeat Policy Setup ......................................................................... 834

Topic 6:

CUNY Repeat Policy ................................................................................... 839

Topic 7:

CUNY Repeat Policy Post ........................................................................... 841

Topic 8:

Update Academic Standing (Batch Process) ............................................... 844

Topic 9:

Update Student Record After Running Academic Standing ......................... 846

Topic 10:

View/Update Academic Standing for Individual Student ........................... 848

Topic 11:

Setup Dean’s List Rules ........................................................................... 851

Topic 12:

View/Update Dean’s List for Individual Students ...................................... 856

Topic 13:

Dean’s List (QNS01 & QCC01) ................................................................ 858

Topic 14:

Dean’s List (Batch Process) ..................................................................... 862

Topic 15:

View Student Grades and Term Statistics ................................................ 867

Topic 16:

View All Terms in which a Student Has Been Active ................................ 869

Topic 17:

View a Student’s Academic Statistics for All Terms.................................. 871

Unit XIV: Graduation Tracking & Processing .................................................... 875 Unit Introduction ............................................................................................................ 875 Course Objectives ......................................................................................................... 875

Chapter 1 – Tracking Graduation Progress ....................................................... 876 Chapter Objectives ........................................................................................................ 876 Topic 1:

Track Graduation Progress for Individual Student ....................................... 877

Topic 2:

Graduation Tracking (Batch Process) .......................................................... 883

Chapter 2 – Graduation Processing ................................................................... 886 Chapter Objectives ........................................................................................................ 886 Topic 1:

Graduation Processing for Individual Student .............................................. 887 Last Updated: October 30, 2013| Page: 12

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Topic 2:

Graduation Process for Multiple Students (Batch Process) ......................... 892

Topic 3:

View/Update Student Degree Information.................................................... 895

Topic 4:

Graduation Processing & Reporting (Batch Process) .................................. 900

Chapter 3 – Academic Data Reporting ............................................................... 904 Chapter Objectives ........................................................................................................ 904 Topic 1:

Define Statistics Type .................................................................................. 905

Topic 2:

Define Statistics Period ............................................................................... 908

Topic 3:

Process Consolidated Statistics .................................................................. 911

Topic 4:

View a Student's Consolidated Academic Statistics..................................... 915

Appendix............................................................................................................... 925 Set Up SACR > User Defaults ....................................................................................... 926 Transcript Type Matrix ................................................................................................... 931 Flow Chart of Consolidated Statistics Processes ........................................................... 932 CUNYfirst Icons ............................................................................................................. 933 Advanced Search Option Summary Table ..................................................................... 934 Run Reports in CUNYfirst.............................................................................................. 935 CEMLI Search - Repository ........................................................................................... 946 Glossary of Terms ......................................................................................................... 951

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SR Reference Guide

How to use this Reference Guide This reference guide l contains sections that include information on business processes related to Student Financials. The first section is the introduction of the module. It is followed by Chapter and Topic sections which include a step summary, detailed information, field definitions and screen shots. Below is a description for each section type contained in the reference guide.

Introduction The Introduction contains conceptual information on Student Financials. It also describes the business processes that are used in Student Financials.

Module Objectives The Module Objectives contain a bulleted list of the learning objectives for the module.

Unit The Unit information consists of a high-level explanation of a single content area of a module.

Chapter The Chapter information includes introductory concepts that are needed for understanding the business processes that are presented in the chapter.

Chapter Objectives The Chapter Objectives contain a bulleted list of the learning objectives for the chapter.

Topic Topics instruct the user on executing a specific business process.

Step Summary Step Summary consists of the high-level steps needed to complete a business process.

Detailed Information Detailed information contains a complete narrative of a business process, including screenshots and tables of items (field names) with their definitions and/or selection criteria.

Appendix Appendix may contain the following types of information: Running Reports Step-by-step guide to running reports and processes in CUNYfirst

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SR Reference Guide

Introduction to Student Records Module The CUNYfirst Student Records module allows institutions to manage all aspect of student’s academic activity that is recorded with respect to the student. Student Records supports the major student records processes including the maintenance of the course catalog (course inventory), scheduling of classes, registration, grading, enforcement of academic policies, awarding of degrees, and production of transcripts. Both staff and students can find and use information needed to make key decisions that will impact a students’ academic record. Student Records enables users to gain maximum control over their institutions academic records. Within Student Records, users can • create and maintain terms and sessions • create and maintain course catalog. • create and maintain schedule of classes. • setup and maintain term information for students. • enroll students • manage student information • process transfer credit. • produce Transcripts • track attendance and student data. • grade students. • Graduate students. • run academic statistics and reports.

Module Objectives Upon completion of this module, the learner will be able to: • •

Demonstrate understanding of the key concepts and terminology in the Student Record Module Perform tasks related to the management and maintenance of a students’ record

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SR Reference Guide

Unit I: Foundations of Student Records Unit Introduction The Foundation of Student Records provides an overview of key concepts and terminology used throughout the CUNYfirst Student Records module. It provides a basic understanding of functions within the module, and the types of processing used to manage and maintain the student’s academic record. Student Records allows the maintenance of course catalog, class enrollment, and grading information. It provides up-todate summaries of student statistics, facility occupancy, and class section availability and provides maximum control over institution’s academic records. Once applicants are admitted and matriculated, Student Records activates, enrolls grades, evaluates, and graduates students. In addition to managing a student’s record using Student Records module, users will also be able to view and use specific student’s integrated data throughout the Campus Solutions using Student Records.

Unit Objectives Upon completion of this unit, learners will be able to: • • •

understand Modules of Campus Solutions understand Academic Structure understand Overview of Student Records.

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Chapter 1 - Modules of Campus Solutions Campus Solutions is a tool specifically designed for activities related to higher education.

Chapter Objectives Upon completion of this chapter, learners will be able to: • •

Understand Modules of Campus Solutions. “A” Student’s Record in Campus Solutions.

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Topic 1:

Modules of Campus Solutions

While this chart below shows each module as separate and equal, in reality the different sections of Campus Solutions interrelate, and overlap.

. •

Admissions Module: This module establishes a core record for a potential student. Once the student matriculates, the maintenance of the student’s information becomes the responsibility of Student Records. Admissions Module : • Creates and maintains applicant data • Creates most student records which Includes prospective students and applicants • Contains core data such as demographics, test scores, and program information • Tracks the applicant’s record through the entire admissions process, including the final decision (admit, deny or withdrawal) • Matriculate or formally admit the student Information entered in the Admissions module carries over to Student Records.

•

Student Records Module: Information about the student’s program, course enrollment, grades, and advisors is in the Student Records module. The Student Records module enables users to: • Tracks a student’s career through graduation, transfer, or withdrawal • Contains information about the student’s program, course enrollment, grades, and advisors. • Automates/tracks registration functions • Houses course catalog and class schedule information.

•

Financial Aid Module: Supports the awarding of federal/local need-based aid, departmental aid, and scholarship funds • Financial Aid module also awards and deposits the aid to a student’s records

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•

SR Reference Guide Student Financials Module: Provides functionality to maintain financial account information for all students the functionality for maintaining financial account information includes calculating tuition and fees, receivables, and processing refunds. The Student Financial Module: • Calculates tuition & fees • Tracks student disbursements, charges, and both third party and collection payments • Calculates refunds based on both university and government refund policies • Provides current picture of a student’s account, including account history

•

Campus Community Module: The core of PeopleSoft Campus Solutions System. It provides a single source of data that is shared by offices across the campus • Stores data common to any person associated with CUNY which includes Bio/Demo (Biographic/Demographic) data: • Student Services Center • Update Bio-Demo Information • Residency/Citizen • Service Indicators • Student Groups • FERPA • Health Services • Veteran’s Affairs • Disability Services

•

Self Service: Self Service through the Student Center, the Faculty Center, and the Advisor Center enables users to manage a wide range of activities: • Student Center: Add or drop classes, check grades, view class schedules, and view and pay bills. • Faculty Center: Obtain class rosters, track attendance, and submit grades. • Advisor Center: View a student’s academic progress and enroll students

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SR Reference Guide

Topic 2:

“A” Student’s Record in Campus Solutions:

Following is a representation of “a” student record in relation to all the Campus Office and Campus Solutions Modules that view and update it. In terms of a student’s record across the campuses, each office has inroads into Student Records Module, each office provides information that helps in completing the entire career cycle for a student i.e. admissions, registration, graduation etc. A student’s record is the core of all the activity: information is added or updated to a student’s record and viewed by these units to complete their business processes.

Campus Offices Faculty, Student, Advisor

(Campus Community Module)

Admissions (Admissions Module)

(Self service Module)

"A" Student's Record Financial Aid

Registrar (Student Records Module)

(Financial Aid Module)

Bursar (Student Financials Module)

• • • • • •

Admissions Office admits and matriculates students using Admissions Module. Registrar Office maintains the catalog, manages enrollment, updates academic statistics and runs reports using Student Records Module. Bursar Office records a bill that was paid using Student Financials Module Financial Aid Office updates the student’s record with monies that were received from a disbursement using Financial Aid Module. Faculty and Advisors track attendance assign grades and evaluate student progress using Faculty Center and/or Advisor Center from Self Service Module. Students enroll in classes, view their academic information, request transcripts and apply for graduation using Student Center from Self Service Module. Campus/Administrative Offices view student’s record and apply stops/holds as needed using Campus Community Module.

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Chapter 2 - Understanding Academic Structure This chapter will provide an overview of all of Student Records Academic structure from both student and institutional perspectives. Academic Structure can be understood as two interrelated parts, the structure that defines a student’s program of study (campus, college or school, major) and the structure that defines courses and classes and the departments that own them.

Chapter Objectives Upon completion of this chapter, learners will be able to: • Understand Academic Structure. • Understand Student Record Components as they relate to Academic Structure.

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SR Reference Guide

Topic 1:

Academic Structure

Academic Structure can be understood as two interrelated parts, the structure that defines a student’s program of study (campus, college or school, major) and the structure that defines courses and classes and the departments that own them.

Student Structure: The key terms within Academic Structure as it relates to a student’s plan of study are Academic Institution, Academic Career, Academic Program, Academic Plan, and Academic Sub--‐plan. •

Academic Institution is an independent entity that has its own set of rules and business processes. At the CUNY, each campus is an academic institution.

•

Academic Career is a grouping of all academic work undertaken by a student at a campus that the school groups into a single academic record, for example Undergraduate, Graduate, Law.

•

Academic Program is an academic entity to which a student applies, is accepted, and from which the student graduates. For example, Undergraduate-Degree, Undergraduate-Non-Degree is considered academic programs.

•

Academic Plan is an area of study (major) within a career or a program. Plans resulting in degrees are directly associated to the program. Other types of plans (such as minors or certificates) may be associated to the Career or to the Program, depending on how they are offered.

•

Academic Sub-­plan is an area of further specialized studies directly within an Academic Plan, for example, a concentration.

Following is a partial view of Queens College’s Academic Structure as it relates to a student’s program of study

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SR Reference Guide

Course/Class Structure: The key terms within Academic Structure that define courses and classes and the departments that own them are Academic Organization, Academic Group, Subject Area, Course, and Class. •

Academic Organizations are units that define how an academic institution is organized from an administrative perspective, and are organized in a tree structure. Subject areas and courses are attached to Academic Organizations, and Academic Organizations are used to structure security for the course catalog.

•

Academic Groups are the highest-­‐level division within an Academic Institution for administering courses. Academic groups are used to define schools and divisions.

•

Subject Areas are the specific areas of instruction within a particular Academic Organization in which courses are offered.

•

Courses are the instruction a student receives in a particular subject area. Courses represent what is being taught, the structure for reporting, the credit awarded for successful study, and how it will be presented.

•

Classes are specific instances of a course at a defined time and place within a particular term. Students enroll into classes.

Following is a partial view of Queens College’s complete Academic Structure.

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SR Reference Guide

Topic 2:

Student Record Components relative to Academic Structure

Academic Structure as it relates to Student Records can be understood via student’s perspective and institutional perspective.

Student’s Perspective of Student Records: From a Student's perspective, here is an illustration of how an individual's academic record is built and tracked through Student Records. Once matriculated, a student is admitted to an academic career and an academic program within that career:

The student then declares an academic plan (major and/or minor) and, possibly, an academic sub-plan (specialization/concentration of study):

The student then enrolls in terms/sessions for classes to fulfill requirements to obtain a degree, or possibly a nondegree-related certificate:

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SR Reference Guide

The student brings coursework, test credit, and other transfer credit taken outside of the College, which is integrated into the student's academic record. Transfer credit is recorded in the student's career term records. From a student perspective, the structure of CUNYfirst Student Records looks like the diagram shown below:

Institutional Perspective of Student Records: From an Institutional perspective, the structure of CUNYfirst Student Records looks like the diagram shown below. The Academic structure and its elements are the building blocks for CUNYfirst Campus Solutions: Last Updated: October 30, 2013| Page: 25

• • • • • •

SR Reference Guide We have multiple academic institutions at CUNY and in CUNYfirst they are defined uniquely for example QNS01 stands for Queens College and KCC01 stands for Kingsborough Community College Academic programs are a part of academic careers and the academic institutions. Subject areas are part of academic organizations and the academic institutions. Academic plans and academic sub-plans are subdivisions of academic programs. Degree records are directly linked to academic plans. Courses and classes are subdivisions of subject areas and are directly linked to terms/sessions:

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SR Reference Guide

Chapter 3 - Overview of Student Records CUNYfirst Student Records pertains to the data entered and the specific processes run after a student is accepted for admission and continues through graduation and beyond.

Chapter Objectives Upon completion of this chapter, learners will be able to: •

Understand areas of Student Records module.

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SR Reference Guide

Topic 1:

Overview of Student Records

Student Records components consist of the maintenance and managing of data relating to students’ academic activity, including: • • • •

Beginning the Term Advising & Enrollment: Managing Data Ending the Term

Beginning the Term These components are the foundation of much of what is done in Student Records with respect to actually holding and taking classes

• • •

Starting with creation and maintenance of Course Catalog. After a particular Campus sets up their catalog, they must set up a particular term. Finally the two meet in the Class Schedule: the user schedules a course in a term.

Advisement & Registration Advising and Enrollment processes are the next steps in the chain. Students with the aid of advisors choose classes and enroll. Self Service components are also used by all parties (student, faculty and staff.)

• •

Advisors view their Advisees using the Advisor Center Class enrollment initiated/maintained through: Student Self Service or Registrar activity

Managing Data These components are the real nuts and bolts of Student Records: Academic Data, Transcripts, Grading, and Attendance.

• • •

Components for viewing/updating students’ academic data Transcripts accessed by Registrar, Faculty, Advisors, Students Processes for granting credit for coursework completed at other institutions

Ending the Term The components here involve the processes for moving toward Graduation and Reporting.

• • •

Grade Rosters are used to enter Grades Records are updated using Processes i.e. Repeat-Checking, Grade Lapse, Reporting involves many different pieces of information, brought together to inform i.e. Academic Statistics Last Updated: October 30, 2013| Page: 28

SR Reference Guide

Chapter 4 – Campus Community Shared Functionality CUNYfirst Campus Community functionality enables a wide range of CUNY administrators, faculty, and staff to manage various aspects of a Student’s Record. Topics included in this chapter provide campus community members with the ability to provide student service in a timely and efficient manner.

Chapter Objectives Upon completion of this training learners will be able to Add, Update and Manage: • • • • • • • • • • • •

Student data in the Student Services Center Search/Match Process Bio-Demo Information Residency Information Citizenship Status Service Indicators Student Groups FERPA Control Health Services data Veteran’s Services data Disability Services data Basic Three C functionality

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SR Reference Guide

Topic 1:

Student Services Center

The CUNYfirst Student Services Center provides a comprehensive view of student information. The ability to update information or simply view data is determined by security access. The pages associated with Student services Center provide a similar view to the Student Center, which is accessed by students using Self Service. The Student Services Center is a collection of the following components: • • • • • •

Student Center - Displays most of what the student sees in Student Center self service General Info – Contact Information, Service Indicators, Student Groups Admissions - Current Status, Previous Education, and Program/Plan Academics - Academic Program, Term, GPA, and Enrollment data Transfer Credit - Transfer Courses, Test Credit and other types of Credit Finances - Student Billing/Account & Financial Aid Information

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SR Reference Guide

Topic 2:

Student Services Center: Student Center Tab

The student center tab provides administrator with a 360 degree overview of a specific student. Here they can view details of the advisee’s class schedule, service indicators, initiated checklists, enrollment appointments, and personal information.

Step Summary Navigate to: Campus Community > Student Services Center 1.

Enter appropriate search criteria: Empl ID; National ID; or Last Name & First Name

2.

Click the Search button.

3. Use the sections detailed below of the Student Center to locate student record details.

Detailed Information

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SR Reference Guide Search for Classes: This takes the viewer to a class search page, where you can search the class schedule for specific class offerings. When you search for a class, and view class details, you can also see class notes, department or instructor add consent required or pre- or co-requisites placed on that class. This data is located within the Class Notes, Add Consent Enrollment Requirements section on Class Details. Holds : Positive and negative service indicators list with links to details of institution, start term and/or date, end term and/or date, amount and department that placed the hold. To Do List: Checklists relevant to this particular student that various units in the campus community may be using appear here. For example, Admissions, Financial Aid or an academic department may be using “to do” lists. Enrollment Dates: Information regarding enrollment dates and student enrollment appointments will appear here. In addition, you can click on “details” where you can view enrollment dates by session and term enrollment limits for this student. From the details page you may also choose to “change” to view enrollment dates for another term. Advisor: Iif assigned, this displays a student’s assigned advisor. If populated, you can click on “details” for link to the advisor’s email address.

Academics Section In the Academics section: • Clicking on will lead to a weekly view of the class schedule • Clicking on My Class Schedule will lead to another view of the student's schedule that includes additional information than displayed in This Week's Schedule. • Clicking on My Planner will lead to a view of the student’s Planner. Students may use the planner to list classes of interest until it is time to enroll for a particular term. Note: The planner will NOT automatically enroll students in classes at any time!

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SR Reference Guide My Class Schedule

Click the other academic dropdown box icon to select any of the following: • Course History: Course History displays a grid of all courses a student has previously taken (including transfer or test credit) plus units and grades. • Exam Schedule: Shows student’s exam schedule for the selected term. • Grades: You can select a term and bire the classes, term GPA and cumulative GPA for the student. • Transfer Credit - Report information: This report displays the classes for which the student has been given credit from other institutions and tests. This same information exists on the Transfer Credit tab. To view the selected information, click the

Go icon.

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SR Reference Guide The Finances Section Finances section provides a quick snapshot/summary of student’s account as well as their financial aid information. Account Summary lists current term balance as well as any future balances due based on the due date; this does not reflect anticipated aid. Account Inquiry permits a view of of all student financial activity. Financial Aid permits a view of current financial aid as well as any prior year financial aid received. Once you click on the aid year, the student’s financial aid is displayed by the year then by each term. In the Finances section, click the other financials dropdown and then select any of the following: • • • •

Account Activity: Shows all of the account activity that has transpired over a fixed period of time. Account activity can include any transactions that have been posted to the student's account, including charges, cash, checks, or credit card payments, financial aid and refunds. Charges Due: Shows all of student’s outstanding charges and deposits incurred to date, including charge details. Payments: Shows all of the payments posted to student’s account. Pending Financial Aid: Shows pending or anticipated aid that has yet been posted to student’s account. Pending financial aid amounts may be viewed by all terms or by specific terms

To view the selected information, click the

Go icon.

Personal Information In the Personal Information section: • Demographic Data : Clicking on “Demographic Data” takes you to a page that displays the student's demographic information (if known) including ID number, gender, date of birth, birth country, birth state, marital status, ethnic group, military status, last four digits of national ID number (SSN), citizenship information, visa or permit data. • Contact Information: A variety of information displays here that may include addresses, phone numbers and email addresses. • Emergency Contact: Click here to view student Emergency Contact info, if the student has entered it.

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SR Reference Guide

Topic 3:

Student Services Center: General Info Tab

The general info page displays detailed personal information for a student. This information includes: service indicators, initiated checklists, student groups, personal data, and national ID. Contact information including addresses, phone and email addresses is also shown.

Step Summary Navigate to: Campus Community > Student Services Center 1.

Enter appropriate search criteria: Empl ID; National ID; or Last Name & First Name

2.

Click the Search button.

3. Use the General Info tab to locate student record details.

Detailed Information General Info tab On the Advisee General Info tab view links to summary details related to: • • • •

Service Indicators: If the student has a current active service indicator(s) they will display here. Initiated Checklists: If the student has a checklist(s), it will display here. Student Groups: If the student is associated with a student group it will display here. Also displayed is current status (active/inactive) in the student group along with the associated effective date. If a student needs changes made to the (Personal Data, National ID, Name, Address, Phone and Email Address) they may contact the Office of the Registrar for assistance.

Click the Expand All button to expand all sections.

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SR Reference Guide General Info tab – upper portion Note that the Edit Service Indicator link will bring the user to the Manage Service Indicator pages. Access to this link will be determined by campus security access.

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SR Reference Guide General Info tab – middle portion Note that the Edit Student Groups link will bring the user to the Manage Student Groups pages.

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SR Reference Guide General Info tab – lower portion Note that Bio-Demo updates are generally managed between the student and the Registrar’s Office.

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SR Reference Guide

Topic 4:

Student Services Center: Academics Tab

The academics tab contains an overview of Institution/Career/Program section. Also the Term Summary section with details of academic level and load, classes and statistics displays.

Step Summary Navigate to: Campus Community > Student Services Center 1.

Enter appropriate search criteria: Empl ID; National ID; or Last Name & First Name

2.

Click the Search button.

3. Use the Academics tab to locate student record details.

Detailed Information Academics tab View the Academics tab that displays: : • Institution/Career/Program section: o Left Column: Institution, active career and program information displays in this column. If the student has multiple careers/programs, clicking on a program in the left column determines the information that displays in the right column. In many cases, the Expected Graduation Term for a student will be blank. It is important to note that this field will remain blank until the student has applied for graduation. Then the field will be populated with the term for which they have applied to graduate. Requirement Term is similar to the Catalog Year for the student’s requirements. Right Column: General information about the student's program & plan, including status, admit term, expected graduation date, approved load, load determination & level determination displays in this column. Term Summary section: o Left Column: Institution, active career information and terms for which the student has been term activated displays in this column. You can click on any term in this column and information relevant to that term displays in the right hand column. o

•

o

Right Column: General information relevant to the selected term displays here, including whether or not the student is eligible to enroll (in an active program), their primary academic program for that term and their academic standing. In addition you can view level/load information, classes for which they are enrolled (if any) and term statistics (including GPA information).If you have access to “quick enroll” (See Enrollment : Quick Enroll page for detailed information about this function), there is a link available at the bottom of the “classes” section.

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SR Reference Guide Academics tab – Upper portion

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SR Reference Guide Academics tab – lower portion

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SR Reference Guide

Topic 5:

Student Services Center: Admissions Tab

The admissions tab page displays information including: Institution/Career/Application Number/Program, External Education and Test Summary.

Step Summary Navigate to: Campus Community > Student Services Center 1.

Enter appropriate search criteria: Empl ID; National ID; or Last Name & First Name

2.

Click the Search button.

3. Use the Admissions tab to locate student record details.

Admissions tab View the admissions tab that displays: •

• •

Institution/Career/Application Nbr/Program: If an application is on file with admissions, this information will display including Applicant Progression. Click the Edit Application Data link (green bar) to access the Application pages. External Education: Displays institution(s) attended by the student. Click triangle icon to see further information. Click the External Education link (green bar) to access the External Education pages. Test Summary: If test information (ACT, CPE, SAT, ACT, CPI, TOEFL, GED, REGENTS) is available on the student, a summary of each Test ID will display here. Click the Test Summary link (green bar) to access the Test data pages.

Detailed Information Following are screen-shots of the Student Center Admissions sections and the pages available through links.

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SR Reference Guide Admissions tab - Upper section Click the Edit Application Data page to access the Maintain Applications component. Note that access to this link will depend upon security permissions.

Admissions tab – Applicant Progression

.

Admissions tab – External Education section

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SR Reference Guide

The Edit Education Data link leads to the External Education pages. Admissions tab – Test Summary section

The Edit Student Tests link leads to the Test Results page

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SR Reference Guide

Topic 6:

Student Services Center: Transfer Credit Tab

The transfer credit tab shows the classes that the student has been given credit for because of prior class work in other institutions and tests.

Step Summary Navigate to: Campus Community > Student Services Center 1.

Enter appropriate search criteria: Empl ID; National ID; or Last Name & First Name

2.

Click the Search button.

3. Use the Transfer Credit tab to locate student record details.

Detailed Information

Transfer Credit tab View the Transfer Credit tab that displays: •

• •

Course Credits: An overview of transfer credit appears in this table. Each institution attended displays on the Model page. A summary of the credit transferred displays on the Statistics page. If the credit has been posted to the student’s record, the Model Status will be posted. If it shows as Complete, the credit will be posted when the applicant is admitted and matriculated. Credits that are not in Posted status do not calculate in the student’s earned hours. Test Credits: Test credits (AP, CLEP, IB) will display if the test credit has been equated to a course. Other Credits: Other credits will display exemptions or Life time Achievement credit.

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SR Reference Guide Student Services Center – Transfer Credit page

The Detail in the Course Credits area leads to the Transfer Course Entry pages. The Detail in the Test Credit area leads to the Test Credit Entry pages. :

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SR Reference Guide Student Services Center – Transfer Credit page

The Detail in the Other Credits area leads to the Other Credit Detail pages (which includes Exceptions).

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SR Reference Guide

Topic 7:

Student Services Center: Finances Tab

The Student Services Center Finances Tab provides administrators with an overview of a specific student’s financial information with easy access to financial transactions.

Step Summary Navigate to: Campus Community > Student Services Center 1.

Enter appropriate search criteria: Empl ID; National ID; or Last Name & First Name

2.

Click the Search button.

3. Use the Finances tab to locate student record details.

Detailed Information

Finances tab View the Finances tab that displays: •

Tuition Calculation Summary: o Left Column: Institution, active career and program information displays in this column. If the student has multiple careers/programs, clicking on a program in the left column determines the information that displays in the right column. Right Column: General information about the student's finances, including Last Date/Time Tuition was Calculated, Primary Program, Tuition Group, Total Tuition and Fees and Total Waiver displays in this column. Term Summary section: o Left Column: Campus/Institution displays in this column. o

•

o

Right Column: Detailed information about student’s finances, including Account Total Balance, Deposit Due, Anticipated Aid, 1098-T data form, Detailed Due Charges, Refunds, Refundable Credits, Bills, Payment Plans and Credit History and Collection displays in this column.

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SR Reference Guide

Topic 8:

Conduct Search/Match

Use the CUNYfirst Search/Match feature to search through the database for students, applicants, and employees. The Search/Match component uses a number of search criteria to identify existing individuals in the database. The integrity of the database is maintained by taking measures to minimize duplicate or multiple records. Searches can be conducted using any amount of data values.

The Search/Match process must be run before adding an individual to CUNYfirst.

Step Summary The Search/Match page can be found by navigating to: Campus Community > Personal Information > Search/Match To conduct a Search/Match: 1. Navigate to the Search/Match component 2. Select Person for the Search Type. NOTE: “Person” is the correct Search Type to select for a student. The value “Applicant” will only be used by Human Resources, as it refers to an employee applying to CUNY. 3. Select the appropriate Search Parameter. (Ex: Admissions administrators use PSCS_Admissions) 4. Click Search to access the Search Criteria Page. 5. Select the appropriate Search Results Parameter. (Ex: Admissions administrators use PSCS_ADM_RESULTS). 6. Enter desired Search Criteria in select Search Fields. Note that you must tab out of the last field you enter in order to access the Search button. Click Search to access results of a match or potential match. 7. If a potential match is not found, a message will appear with this information. The new applicant can be added to CUNYfirst. If a potential match is found, note that the Search Results grid might include the same ID multiple times. If the name field is included in the search result code selected, the search returns rows for each name type and effective date that match the search criteria entered. 8. Click the Results Tabs, Additional Information Tab, and Detail link for more information about a particular search/match result. This link will open the individual’s Bio-Demo pages. Individuals must have the appropriate security access to view these pages.

Detailed Information When the Search button is clicked, CUNYfirst searches only for the data specified. It filters the search orders defined for the Search Parameter selected on the Search/Match page. For example, if Search/Match finds at least one potential matching ID at search order number 10, it will stop the search and display the results obtained at search order number 10. (An example of search order might be: First, Last, Birthday, ID). If no potential matching IDs are found, the search continues to the next search order number. The Selective Search button will allow searches for a specific order number. Always conduct a Search/Match to determine if a record already exists for an applicant before creating a new record! An individual might already exist in CUNYfirst as an applicant, student, alumni, employee, instructor (or some combination of any/all). To avoid duplicate records, Search/Match must always be used prior to adding any new individuals to CUNYfirst. For this reason, Search/Match is a very important step in maintaining the integrity of the database. If duplicate records are found, further identification is needed to determine if the duplicate records need to be deleted or if a new record can be created. It is advantageous to search in a variety of ways before making a judgment on the match. Remember, it is possible that a student exists in the system but under a differently spelled name, an earlier SS number version, or an erroneous birthdate. Definitely view all informational tabs when exploring close match results, along with the Details link which will bring users to the record’s Biographical Information page. Here are some basic tips: • •

Use the MMDDYYYY format for the Date of Birth. Most searches use the First Name and Last Name fields. Note: Do not search using only the First Name! Last Updated: October 30, 2013| Page: 49

• •

SR Reference Guide When uncertain of the correct spelling, enter a partial value. For example, enter only the first few letters of the name. Enter the Social Security Number without hyphens in the National ID field.

Carry ID If a student’s record already exists, click the Carry ID link to automatically carry the ID forward and add an application or update the record. (Further details about adding an application to an existing EMPL exist futher along in this training document). When the Carry ID button is selected, the Empl ID is carried over to the next search page accessed. If a record does not exist, the person does not currently exist in CUNYfirst. The Search/Match page The Search/Match search page is different from a standard search page in CUNYfirst. Search/Match permits definition of search parameters that administrators can use to identify potential duplicate IDs. The Search Type should be set to: PERSON. The Search Type “Applicant” is in use by Human Resources, not Student Administration. There will be more than one Search Parameter listed in the system, each for different purposes. For instance, setting the search parameter to: “PSCS_Admissions”, brings up standard search fields such as First Name, Last Name, DOB, and ID types.

The following table describes the fields on the Search/Match page of the Application Entry component: Field Search Type

Description CUNYfirst is configured to use the Person search type for admissions applicants.

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Field

SR Reference Guide Description The set of search parameter fields selected become the Search Result Rule on the next page. Though these fields are rarely used, as users will often just use the pull-down meno or look-up tool to make value selections, here are some additional search field explainations: •

Begins With: - The value must begin with this data. When selecting this value, the Start Position field begins with a default value of 1, which cannot be modified. The Number of Characters fields are available to define.

•

Contains: - The value must contain this data and can be preceded or followed by other data. The Start Position and Number of Characters fields follow the same rules as above.

Search Parameter

•

Ad Hoc Search Description

Equals: The value must be exactly equal to this data. This functionality will not be used in Admissions until Wave 3. CUNYfirst allows search by descriptive words. If searching using this field, the best practice is to enter uniquely descriptive words or phrases.

The Search Criteria page - Search Criteria area The Search Criteria section will display each of the fields associated with the parameters selected on the Search Criteria page. To enable the Search button at the top of the page, enter the first few letters of the First and Last name, DOB or National ID and tab out of the field. Selective Search buttons in the lower area also become available when Tab is used to exit a field.

The following table describes the fields on the Search Criteria page Last Updated: October 30, 2013| Page: 51

SR Reference Guide General top Search Criteria area Field Search Result Code Carry ID Reset

Description This code dictates the criteria for displaying the results of this search. Click the Carry ID Reset button at the top of the page if the wrong person has been selected. This will prevent that particular ID from being carried forward into subsequent pages.

Search by Order Number area CUNYfirst searches only for the data specified. It filters the search orders that are defined for the Search Parameter selected on the Search/Match page. For example, if Search/Match finds at least one potential matching ID at search order number 10 (example: search order 10 searches by First, Last, Birthday, and ID), it will stop the search and display the results obtained at search order number 10. If no potential matching IDs are found, the search continues to the next search order number, (example: search order 20 searches by SSN only). To search using a narrow Search Order number, use the Selective Search button for that order number. The search orders are listed below. They are also listed at the bottom of the Search Criteria page.

These Selective Search buttons search by the following information: Field Search Order 10 Search Order 20 Search Order 30 Search Order 40 Search Order 50

Description Name, DOB, External Sys Num, and SSN. SSN Only. External ID Num Only. Name, and DOB. Name Only.

The following table describes the fields on the Search Criteria page of the Application Entry component: Field Search Result Code Carry ID Reset

Description This code dictates the criteria for displaying the results of this search. Click the Carry ID Reset button at the top of the page if the wrong person has been selected to prevent their ID information from being carried forward into subsequent pages. Last Updated: October 30, 2013| Page: 52

SR Reference Guide

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SR Reference Guide The Search Results page The search result code contains all of the information regarding how to display the IDs retrieved by Search/Match. It also contains data that will help determine whether an ID already exists for the designated person.

The Search Results page displays the search results, details of records returned in the search, and offers the click Carry ID option. This instructs the system to carry the ID forward through different pages. The Number of ID's Found field displays the number of IDs that met the search criteria. This number may be smaller than the number of rows returned in the Search Results grid because the grid might include the same ID multiple times. If the name field is included in the search result code selected, the search returns rows for each name type and effective date that match the search criteria entered. For instance, one row could show an individual’s primary name and another row could show their preferred name, but both are the same individual with the same ID. If the National ID field is included in the search result code, the search returns rows for each national ID entered for the record matching the search criteria. The Search Order Number field indicates the search order number at which results were found and indicates how precise the search was—the lower the number, the more restrictive the search and the greater the chance of having found duplicate IDs. This number can be used as an indicator of how close the returned IDs match the criteria entered. After viewing the personal information, navigate back to the original browser window where the Search Results page is displayed.

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SR Reference Guide The following table describes the fields on the Search/Results page of the Application Entry component: Search Results Summary Field Number of ID's Found

Search Order Number

Description Displays the number of IDs that met the search criteria. This number may be smaller than the number of rows returned in the Search Results grid because the grid might include the same ID multiple times. If the name field is included in the search result code selected, the search returns rows for each name type and effective date that match the search criteria entered. If the National ID field is included in the search result code, the search returns rows for each national ID entered for the record matching the search criteria. Indicates the search order number at which results were found. Also indicates the precision of the search – the lower the number, the more restrictive the search and the greater chance of having found duplicate IDs.

Results tab Field Carry ID Detail

EMPL ID Name Type

Name Effective Date First Name/Middle Name/Last Name

Description The Detail link appears if the selected search result code was configured to provide the user with a link to a page for more information about an ID Shows the record’s EMPL ID. Type of Name on Student Record. Remember, the Search will show a separate row for each name type on the same record. Ex: PRI for Primary Name and PRE for Preferred Name. The same EMPL ID and other information will inform the user that the two rows belong to the same record. Date upon which the specified name type is effective. All names contained within the indicated Name Type.

Detail link opens new window to Bio-Demo pages

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Field Carry ID

Description If a student’s record already exists, click the Carry ID link to automatically carry the ID forward and add an application or update the record. (Further details about adding an application to an existing EMPL exist futher along in this training document). When the Carry ID button is selected, the Empl ID is carried over to the next search page accessed. If a record does not exist, the person does not currently exist in CUNYfirst.

Detail

The Detail link appears if the selected search result code was configured to provide the user with a link to a page for more information about an ID Shows the record’s EMPL ID. Social Security Number Date of birth (but be sure to check other criteria, as the record may exist but with an incorrect birth date(

EMPL ID National ID Date of Birth

Additional Information tab Field Person Organizational Summary link

Relations With Institution link

Description Click the Person Organizational Summary link to access the Person Organizational Summary page and review the status of this person's record. Click the Relations With Institution link to access the Campus Solutions Relations With Institution Detail page to determine the type of relations that the individual has with the institution and verify search result accuracy. Note that the Relations With Institution link appears only if Student Administration or Contributor Relations is selected on the Installation Table (INSTALLATION_TB1) page.

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Topic 9:

Add a Person

If it is necessary to enter an individual into CUNYfirst prior to completion of their application process, a designated administrator can create a record in CUNYfirst. Follow these steps to enter an individual’s biographical details, including their name, contact information, and ethnicity/regional information. Note that a Program/Plan stack will NOT be created, as this is not an application process.

Step Summary The Add/Update a Person component can be found by navigating to: Campus Community > Personal Information > Add/Update a Person To enter personal information: 1. Conduct a Search/Match to ensure the individual does not already have a CUNYfirst record and EMPL ID! 2. To Add a Person, click on the Add a New Value tab. (ID defaults to NEW). Click the Add button. 3. The Add/Update a Person Page opens to the Biographical Details tab. 4. Enter the relevant Biographical information for the new record. 5. Click the Regional tab to enter/update ethnicity information. 6. Click Save. An EMPL ID is created upon saving.

Detailed Information Name/Biographical Data – Add New Value Page Use the Add a New Value page to create a new person record for an individual who does not have an existing person record in the database.

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SR Reference Guide Name/Biographical Data Page Use the Name/Biographical Data page to add an individual’s biographical details.

The following table describes the fields on the Biographical Details page of the Add/Update a Person component:

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SR Reference Guide Personal Information

Field Effective Date

Description The effective date is the date when the person's record is effective. The default for the Effective Date field is the current system date.

Format Using Prefix

Select English. Select the prefix from the drop-down box.

First Name

Enter the individual's first name in this field.

Middle Name

Enter the individual's middle name in this field.

Last Name

Enter the individual's last name in this field.

Date of Birth

Enter the individual's date of birth in this field.

Date of Birth

Enter the individual's date of birth in this field.

Birth Information

Click the Birth Information link to access the Birth Information Detail page, where the individual's birth location, country, and state can be entered.

Biographical History Field

Description

Effective Date Marital Status

Use the Effective Date field in the Biographical History section to enter the date from which the marital status and gender is valid in the system. This field defaults to the system date. Specify the individual's marital status (such as single, married, or divorced)

As of

Select the date (if known) on which the associated status became effective.

Gender

Select the individual's gender from the drop-down menu.

National ID Field

Description

Country National ID Type

Enter the country of this individual's national ID. Select "USA" to add a corresponding for a US Social Security number. Select "Social Security Number" from them drop-down.

National ID

Enter the individual's social security number.

Addresses Field

Description

Address Type

CUNY is using four address types: Home, Business, Permanent or Mailing. The system displays Home as the default address type. Enter the address for each type. When the individual is using just one address, enter this address under Home type, click Add a New Row (+) to select the next CUNY address type and save. The Home address will copy here. Repeat for all four types. The effective date is the date when the address for the selected address type is effective. The default for the Effective Date field is the current system date.

Effective Date Status

The Status field is set to either Active or Inactive.

Country

The system formats the address entry fields based on in the country entered in this field.

Edit Address Link

Click the Edit Address link to be taken to the Edit Address page. Refer to the Update Address section Last Updated: October 30, 2013| Page: 59

SR Reference Guide for details on using this link. Edit Addresses Page Use the Edit Address page to edit an individual's address data. Please see specific topic in this guide for detailed instruction on editing addresses.

The following table describes the fields on the Edit Addresses page of the Add/Update a Person component:

NOTE: To be consistent with the CAS and ASTA loads the user should create four addresses. The types are Home, Mailing, Billing and Permanent. Field

Description

Address 1

Enter the street address in the Address 1 field.

Address 2 City State

The apartment or suite number should be entered after the street address to be consistent with the CAS and ASTA loads. Enter the city in this field. Enter the state in this field.

Postal

Enter the postal or zip code in this field.

Country

Enter the country in this field

County

Enter the county in this field.

Override Address Verification

The address validation tool will verify that the address being entered is a valid address and is correctly formatted. Click the checkbox to override the address verification functionality if the address being entered does not appear on the list of address that are suggested by the tool and a valid address.

Regional Page

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Note that upon saving, the addresses appear on their own tab for viewing and editing. The EMPL ID also appears, along with a link to view/update Names.

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Topic 10: Update Bio/Demo Information – Names Step Summary – Change an existing name

The Name/Biographical Data page can be found by navigating to: Campus Community > Personal Information (Student) > Biographical Information (Student) > Names.

To change an existing name: 1.

Enter Search Criteria, click the Include History checkbox and click Search. If multiple results are returned, select the appropriate record. Note: Include History display all rows of data: current, future, and history. Users can add new data to an existing record. Correct History provides access to existing rows of data and displays all effective-dated rows. Users can add new data and update all rows, including history rows. Security access to Correct History is limited.

2.

In the Current Name area, click the Name History link.

3. Click the Add a New Row Icon. 4. Within the new field (note the effective dated row), click the Edit Name link. 5. Enter the new name information. 6. Click OK. Review new name information in the area correctly associated with the new effective date. Click OK again. 7.

Click Save.

Detailed Information The Names link on the Biographical Details page

Name History is used to edit an existing Name Type

Add a New Row to add data and preserve history

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The Edit Name link selected should be associated with the current effective date.

The Names Detail page is used to make the actual name data changes.

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The Name Type History page contains name history with associated effective dates.

New Primary Name information appears on main Names page.

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Step Summary – Add a New Name Type The Name/Biographical Data page can be found by navigating to: Campus Community > Personal Information (Student) > Biographical Information (Student) > Names To add a new name type: 1. Enter Search Criteria, click the Include History checkbox and click Search. If multiple results are returned, select the appropriate record. 2. To add a new Name Type, use the Add/Change a Name area. 3. Use the pull-down menu to select a Type of Name. Enter the name information. 4. Within the new field (note the effective dated row), click the Edit Name link. 5. Enter the new name information. 6. Click Submit. 7.

Review the new name type which now appears in the Current Name section. Click Save.

Detailed Information Type of Name drop-down menu permits selection of new Name Type.

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SR Reference Guide Names Page permits entry of new Name Type information.

Clicking Submit moves new data to Current Names section.

Clicking Save retains the information and updates the user identification and date/time stamp.

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Topic 11: Update Bio/Demo Information – Addresses Step Summary – Add a New Address The Address page can be found by navigating to Campus Community > Personal Information (Student) > Biographical Information (Student) >Addresses/Phones > Address

To Add A New Address Type: 1. Enter Search Criteria, click the Include History checkbox and click Search. If multiple results are returned, select the appropriate record. 2. To add a new Address type, select the Address Type checkbox appearing under the Add Address Types column. 3. Click the Edit Address link in the Add Address area. 4. Enter address information. If applicable, click the Override Address Verification checkbox. 5. Click OK. 6. Review the new address information in the Add Address area. 7. Click Submit. Note the new address type now exists in the Current Address section. 8. Click Save.

Detailed Information To Add a New Address – Select a Type and click the Edit Address link

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SR Reference Guide Enter Address Page

New address information appears. Click Submit to move the data up to Current Address.

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Click Save to retain new data and update the user identification and date/time stamp.

Step Summary – Change an existing address

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SR Reference Guide The Address page can be found by navigating to Campus Community > Personal Information (Student) > Biographical Information (Student) >Addresses/Phones > Address To Change an Address: 1. Enter Search Criteria, click the Include History checkbox and click Search. If multiple results are returned, select the appropriate record. 2. To view address history or make changes to an existing address, click the Edit/View Address Detail link.. 3. Click the Add a New Row icon. 4. Enter address information. 5. Click OK. 6. Review the new address information associated with the new effective date. 7. Click OK. 8. Click Save.

Detailed Information Click the Address link or tab to access the Address page. Please note that on this page, only the first two rows of address data will display until the View All button is clicked .

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SR Reference Guide Now we can see all four rows of address data.

Screen after clicking Edit/View Address Detail. Add a New Row to enter new address data.

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SR Reference Guide Select the Update Address link associated with the new Effective Date.

Add the new address info

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SR Reference Guide Review the new address information in the correct effective dated row.

New address information is saved upon clicking OK and previous address has been retained.

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Topic 12: Enter Ethnicity Data for a Student Ethnicity data is recorded on the regional tab. This data can be used for regulatory state and federal reporting. Intuitions can collect more detailed ethnicity information than may be required by state or federal agencies if there is an internal need for this information.

Step Summary The Regional Tab page can be found by navigating to: Campus Community > Personal Information (Student) > Add/Update a Person > Regional Tab To enter Ethnicity Data: 1. Click the Regional tab. 2.

If the student is Hispanic or Latino, check the correct checkbox. In this case, continue to select the correct Ethnic Group from the associated pull-down menu.

3. If a student has multiple ethnicities click the Add button and repeat. 4. Click the Primary checkbox to identify the person’s primary Ethnicity. 5. Click Save.

Detailed Information Use the Regional Tab page to enter Ethnicity Data

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Topic 13: Enter Languages Information for a Student The Languages page is used to indicate an individual’s proficiency in speaking, reading and writing in foreign languages.

Step Summary The Languages page can be found by navigating to: Campus Community > Personal Information (Student) > Biographical (Student) > Personal Attributes > Languages To enter languages information: 1. On the Languages search page, find the student’s record by entering relevant search criteria and click Search. 2. Select the correct Student on the Search Results page 3. Enter a Language Code. 4. Click Native Language Checkbox, if applicable. 5. Click the Add button to enter additional languages. 6. Click Save

Detailed Information

Use the Languages Page to indicate an individual’s proficiency in speaking, reading and writing in languages other than English.

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SR Reference Guide The following table describes the fields on the Languages page of the Languages component

Field

Description

Language Code

Enter the language code in this field.

Check Boxes

There are three check boxes available for each language entered. • Native: Select this check box to indicate that this is the individual's native or primary language. • Translator: Select this check box to indicate that the individual can translate or interpret this language. • Teacher: Select this check box to indicate that the individual can teach or has taught this language. Select the level of proficiency, such as high, medium, or low, with which the individual can speak, read, and write this language. Enter the date on which the individual's levels of proficiency in this language were evaluated, reported, or entered. The Set Preferred Communication Language appears only if the Support Multiple Languages check box is selected on the Installation Default - CC (installation default - Campus Community) page. Click this link to access the Communication Preferences page where the language in which the student prefers to receive communications can be specified.

Speak, Read, Write Evaluation Date Set Preferred Communication Language

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Topic 14: Enter Decedent Information The appropriate administrators information relevant for this component, such as date and place of death and the death certificate number. When the date of death is recorded on the Decedent Data page, the system displays the word “deceased” on each page related to that individual in the database.

Step Summary The Decedent Data page can be found by navigating to: Campus Community > Personal Information (Student) > Biographical (Student) >Personal Attributes > Decedent Data To enter phone information: 1. On the Decedent Data search page, find the student’s record by entering relevant search criteria and click Search. 2. Select the correct Student on the Search Results page. 3. Enter the Date of Death (Required) 4. Enter Place of Death (Optional) 5. Enter Death Certificate Nbr (Optional) 6. Click Save .

Detailed Information Use the Decedent Data page to enter decedent information.

The following table describes the fields on the Decedent page of the Decedent component:

Field

Description

Date of Death

Enter the date the decedent died. This is a required field.

Place of Death Death Certificate Nbr

Enter where the decedent died. This field is optional. Enter the death certificate number. This field is Optional

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Topic 15: Enter Emergency Contacts Information for a Student Campuses can enter the names, addresses, and telephone numbers of people to contact when an individual has an emergency situation.

Step Summary The Emergency Contacts page can be found by navigating to: Campus Community > Personal Information (Student) > Biographical (Student) > Emergency Contacts To enter emergency contacts information: 1. On the Emergency Contacts search page, find the student’s record by entering relevant search criteria and click Serach. 2. Select the correct student. 3. Enter the Contact Name and select the Contact’s relationship with the person. 4. Check the Primary Contact checkbox for one of contacts (required). 5.

If the Contact has the same address and/or phone number as the student complete Steps 6 If not proceed to Step 7.

6. If relevant, check the Same Address/Same Phone as Individual checkbox. 7. If relevant, click the Edit address link and enter the appropriate information. 8. Click Save.

Detailed Information Use the Emergency Contacts page to enter emergency contact information.

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The following table describes the fields on the Emergency Contact page of the Emergency Contact component:

Field

Description

Contact Name

Enter the contact’s name. This is a free form field.

Relationship Primary Contact

Same Phone as Individual

Select the relationship to the individual from the drop down list. Select this checkbox next to the contact who the individual identifies as their primary contact. Select this checkbox if the contact has the same address as the individual. If this checkbox is not checked then the contact’s address can be entered by clicking the edit address link. Select this checkbox if the contact has the same phone number as the individual.

Address Type

Select the address type from the drop down list.

Individual’s Current Address

Displays the contact’s address.

Individual’s Phone

Displays the contact’s phone number.

Same Address as Individual

Edit Addresses Page

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The following table describes the fields on the Edit Addresses page of the Emergency Contact component: Field

Description

Address 1

Enter the street address, including apartment or suite number, in the Address 1 field.

Address 2

Enter any related address information not contained in Address 1.

City

Enter the city in this field.

State

Enter the state in this field.

Postal

Enter the postal or zip code in this field.

Country

Enter the country in this field

County

Enter the county in this field.

OK

Click to return to the Emergency Contact page.

Override Address Verification

The address validation tool will verify that the address being entered is a valid address and is correctly formatted. Click the checkbox to override the address verification functionality if the address being entered does not appear on the list of address that are suggested by the tool and a valid address.

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SR Reference Guide Use the Emergency Contact Other Phones page to enter additional phone numbers for the emergency contact.

The following table describes the fields on the Decedent page of the Decedent component:

Field

Description

Contact Name

Displays the emergency contact’s name.

Relationship Primary Contact

Displays the emergency contact’s relationship to the individual. Will be checked if this contact is the individual’s primary emergency contact.

Phone Type

Select the phone type from the drop down list.

Phone

Enter the contact’s phone number.

Extension

Enter the contact’s phone number extension.

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Topic 16: Enter External System Id Information for a Student Campuses can enter and track IDs from external systems and correlate them to individuals or organizations in CUNYfirst.

Step Summary The External System ID page can be found by navigating to: Campus Community > Personal Information (Student) > Identification (Student) > External System ID To enter External System Id information: 1. On the External System ID search page, find the student record by entering relevant search criteria. 2. Click Search 3. Select an External System from the drop-down list. 4. Enter Effective Date ( Defaults to current date) 5. Enter the External System ID. 6. Click Save.

Detailed Information Use the Users External System ID page to enter and track IDs from external systems and correlate them to individuals or organizations in CUNYfirst. External System ID Page

Field

Description

External System

Select the external system that created the ID on the External System drop-down.

Effective Date

Use the Effective Date field in the External System ID section to enter the date from which the External System ID is valid in the system. This field defaults to the system date. Enter the individual's External System ID in this field.

External System ID

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Topic 17: Entering Residency Information Official residency should be entered and maintained through the Residency Data component. Note that the Term Activation process is dependent upon updated residency information.

Step Summary The Residency page can be found by navigating to: Campus Community > Personal Information (Student) > Identification (Student) > Residency Data To Enter Residency for a Student: 1. Enter Search Criteria, click the Include History checkbox, and click Search. 2. If Residency information exists, click the Add a New Row icon to enter new data. 3. Use the Residency Official 1 page to enter official residency data for an individual. Select the Institution, Term, and Residency value from the drop-down list. (Additional Residency Data section values will default in). 4. In the Residency Date field, enter the date that the individual established or reported the residency. If applicable at this time, select values for Admission and Financial Aid fields. 5. Use the Residency Official 2 page to enter additional official residency data and location information. 6. Use the Residency Appeal page to record residency appeal information. For example, a student may have been entered as Out of State for tuition and he or she wants to submit additional information to qualify for in-state tuition. 7. Use the Residency Self-Report page to enter unofficial, unverified residency information that an individual reports to your institution. 8. Click Save.

Detailed Information Residency Official 1 page Use this page to identify residency status: In-City, In-State, Out-Of-State, Pending.

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The following table describes the fields on the Residency Official 1 page of the Residency Data component:

Field

Description

Academic Career

Displays the student’s academic career.

Institution

Enter the applicable institution.

Effective Term

Enter the term when the individual’s residency status becomes active.

Residency

Select the residency status from the drop down list.

Residency Date

Enter the date that the individual’s residency data was entered.

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SR Reference Guide Additional Residency Data

Field

Description

Admissions

Select the student’s residency status for admissions purposes from the drop down list. The value that is entered here is defaulted into the Federal Residency, State Residency and Tuition fields. Select the student’s residency status for federal residency purposes from the drop down list. Select the student’s residency status for state residency purposes from the drop down list. Select the student’s residency status for tuition purposes from the drop down list.

Fin Aid Federal Residency Fin Aid State Residency Tuition Admission Residency Exception

Fin Aid Fed Residency Excpt Fin Aid State Residency Excpt Tuition Residency Exception

Select the applicable residency exception for admission purposes from the drop down list. The value that is entered here is defaulted into the Federal Residency, State Residency and Tuition exception fields. Select the student’s residency exception for federal residency purposes from the drop down list. Select the student’s residency exception for state residency purposes from the drop down list. Select the student’s residency exception for tuition purposes from the drop down list.

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SR Reference Guide Residency Official 2 page Use this page to add residency information related to address.

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SR Reference Guide Residency Appeal page Use this page for data related to appeals including date, status and comments.

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SR Reference Guide Residency Self-Report Use this page to identify residency data reported by a student.

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Topic 18: Entering Citizenship Information The CUNYfirst citizenship functionality can be used to identify an individual's country of citizenship, the current status of that citizenship, when citizenship was issued, and when citizenship expires. These pages can hold data regarding multiple countries of citizenship.

Step Summary The Citizenship page can be found by navigating to: Campus Community > Personal Information (Student) > Identification (Student) > Citizenship > Citizenship and Passport To enter Citizenship information: 1. Navigate to: Campus Community > Personal Information (Student) > Identification (Student) > Citizenship > Citizenship and Passport. 2. Enter Search Criteria, click the Include History checkbox, and click Search. 3. If a record already exists for Citizenship click the (+) Add button under the Citizenship section to create an additional record and follow the steps below. Please note that the addition of rows enables campuses to record citizenship status in multiple nations. If no records exist, continue with the steps below. 4. Select values for Country and Citizenship Status. Note that Status values exist only for United States Citizenship. Other countries of citizenship can be entered on new rows, but should only have an associated status value of Self-Reported. 5. CUNY is not using the Passport Information section at this time. 6. Click Save and the OK button.

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Detailed Information Use the Citizenship Detail page to enter citizenship/passport information.

The following table describes the fields on the Citizenship section

Field

Description

Country

Enter the individual's country of citizenship.

Citizenship Status

Enter the status of this individual's citizenship in the specified country, for example, native, naturalized, or alien permanent.

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Topic 19: Entering Visa/Permit Information CUNYfirst has the capactity to retain visa and/or permit data for students or employees who are not citizens of the United States. The Visa Permit Page can also be used to track the supporting documentation needed to establish visa status.

Step Summary The Visa Permit page can be found by navigating to: Campus Community > Personal Information (Student) > Identification (Student) > Citizenship > Visa Permit Data To enter Visa/Permit information: 1. Navigate to: Campus Community > Personal Information (Student) > Identification (Student) > Citizenship > Citizenship and Passport. 2. Enter Search Criteria and click Search. 3. If a record already exists for Visa/Permit Data click the (+) Add button in the Visa/Permit Data section to create an additional record and follow the steps below. If no records exist, continue with the steps below. 4. Select values for Country and Citizenship Status 5. Enter information relevant to Country and Visa/Permit type. 6. Click the Get Supporting Documents button to retrieve the supporting document IDs and descriptions from the Visa/Permit Table page for the visa or permit type specified in the Type field. 7. Enter information relevant to the dates, status, issuing authority, and documents. Click Save. 8. Click on the Port of Entry Data Tab. If an existing row of information is present for the Port of Entry Data tab, then click on + hyperlink and perform the steps below. If there is no information present, then continue with the steps below. 9. Enter data relevant to Port of Entry, including any comments in the Remarks field. 10. Click Save.

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Detailed Information Use the Visa Permit page to enter or update Visa/Permit data.

The following table describes the fields on the Visa Permit Data page of the Citizenship component:

Field

Description

Country

Enter the country that issued the visa or permit.

Type

Enter the type of visa or permit possessed by the individual. This value is dependent on the country that was selected.

Get Supporting Documents

Click the Get Supporting Documents button to retrieve the supporting document IDs and descriptions from the Visa/Permit Table page for the visa or permit type specified in the Type field. Enter the date on which the visa or permit is effective or the date on which the information should become effective in the database. The effective date defaults to the current system date, but can be changed if needed.

Effective Date

Number

Enter the issuance number from the individual's official visa or permit in this field.

Status

Select the status of the official visa or permit from the drop-down list. Valid values are: Applied, Granted, Renewal, and Renewed. Enter the date the status became effective at the institution. The default is the system's current date, but this can overridden if needed.

Status Date Issue Date

Enter the date of issuance from the individual's official visa or permit.

Duration; Duration Type

Enter specify the length of time during which the visa or permit is valid. Enter the number in the first field, and in the second field specify the period, such as days, months, terms, or years. Enter the official date on which the individual entered the institution's country.

Date of Entry into Country

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Expiration Date

SR Reference Guide Enter the date on which this individual's visa or permit expires. The system calculates the expiration date based on the specified duration and the date of entry into the country. The system-calculated date can be overridden.

Issuing Authority

Enter the name of the agency or authority that issued the official visa or permit.

Issue Place

Enter the name of the location where the official visa or permit was issued.

Supporting Documents Needed

Enter the dates that the documents were requested and received.

Request Date

Enter the date that the request for supporting documentation was made.

Date Received

Enter the date that the supporting documentation was received.

Port of Entry Data

Enter the location the individual used to enter the country.

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Topic 20: Manually Assign a Service Indicator Service indicators can be used to provide or limit access to services for a student. Service indicators can be used as holds to prevent a student from receiving certain services, or positive indicators to designate special services to be provided. Service indicators consist of one or more impact values that identify the types of specific services that are restricted or provided. Service Indicators can be either positive or negative. Negative service indicators are equivalent to holds. Negative service indicators can impact many services including barring enrollment, withholding transcripts and suspending library privileges. Positive service indicators indicate special services to be provided. For example, Student Financial Services might choose to use a positive service indicator to indicate when a student has given authorization to speak to their parents. The service indicator Active Date is the date the service indicator goes into effect, and service indicators can be set to expire at the end of a term or on a specific date. The negative or positive service indicator buttons display on every page in CUNYfirst that displays student data. : Negative Service Indicator : Positive Service Indicator If a user clicks on one of the Service Indicator buttons on a student record, a summary page opens in a new window. This page displays any service indicators associated with the student. Click the Detail hyperlink to see more detailed information regarding the service indicator. Service indicators can be used to provide or limit access to services for a student. Service indicators can be used as holds to prevent a student from receiving certain services, or positive indicators to designate special services to be provided. Service indicators consist of one or more impact values that identify the types of specific services that are restricted or provided. When a service indicator is assigned to an individual, the corresponding negative or positive service indicator button appears on all pages that display the student data. One button can represent one or several service indicators. Click the buttons on any of those pages to navigate to the appropriate details page that display which service indicators and service impacts apply to the individual.

Step Summary The Manage Service Indicators page can be found by navigating to: Campus Community > Service Indicators > Person > Manage Service Indicators To view and add service indicators: 1. Enter Search criteria and select the appropriate student. 2. Select an Effect from the drop-down list. The default ALL can be retained. Select an Institution and Click the Refresh button. 3. View the information or click the + or Add a New Service Indicator link to add a new indicator. Click OK. 4. To add a new service indicator, select the appropriate Institution. 5. Select the Service Indicator Code. The viewer will only have access to the specific service indicators associated with their security set-up. 6. Select the relevant Service Indicator Reason Code. 7. Select the appropriate dates for this Service Indicator: Start Term, End Term, Start Date, End Date. A Start Term and Start Date are required. An End Term and Date are not required but are advised in certain situtations, such as with Permit students who will depart the college by the end of a term. 8. Note that the department associated with the service indicator will default to Department field. This does not reflect security access, as individuals outside of that department can have access to manage a particular indicator. Last Updated: October 30, 2013| Page: 97

SR Reference Guide 9. It is not necessary to use the following fields: Contact ID, Contact Person. The Place Person ID will automatically populate to reflect the identity of the user applying the Service Indicator. 10. Enter Comment, if desired. Click the OK button. End of Procedure.

Detailed Information When a service indicator is assigned to an individual, the corresponding negative or positive service indicator icon appears on all pages that display that individual’s student data. One icon can represent one or several service indicators. Click the icon on any of those pages to navigate to the appropriate details page which displays the service indicators and associated details. User ID security determines which service indicators a user can place, remove or view. Service indicators can be placed and removed in batch using Population Selection and other automated processes.

Note: CUNYfirst automatically records the Placed Person ID (EmplID), Placed By (Name), and Department of the person who placed the service indicator. The Manage Service Indicators Search page

The following table describes the fields on the Manage Service Indicators Search page of the Service Indicators component: Field ID Campus ID National ID Last Name First Name Case Sensitive

Description Enter the student’s EmplID in this field. Enter the student’s campus in this field. Enter the student’s social security number in this field. Enter the student’s First Name in this field. Enter the student’s Last Name in this field. Click this box to execute a Case Sensitive search.

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SR Reference Guide Use the Manage Service Indicators page to add, remove or view service indicators assigned to an individual.

Field Service Indicator Code

Service Ind Reason Code

Description Enter the code for the service indicator to assign to the individual. For example, the service indicator “HON” is used for honors students. Enter the reason that you are assigning this service indicator to the individual. Only reason codes that are associated with the specific service indicator on the Service Indicator Codes page are available.

Effective Period A Start Term and Start Date is required for saving the Service Indicator. The dates can be past/future dated, if necessary. End Term/Dates are adviseable in cases such as Visiting/Permit students who will leave the college upon the end of the term.

Field Effective Period and Start / End Term

Description Service impacts associated with a service indicator can be term-based or date-based. They are applied or released based on the start and end information that you enter.

Assignment Details

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Field Assignment Details section

Contact ID

Placed Person ID

Description CUNYfirst will default the department that “owns” this Service Indicator. This linkage does not reflect security access to add, update, or remove the indicator. This is NOT necessary to populate, but it can be used to enter the ID and name of the person to contact with questions about this service indicator. Automatically defaults to the ID of the person who created the service indicator.

Comments & Identification

Field Comments Service Impact Description

Time/User Stamp

Description This field is currently not mandated to be used by CUNY. Use the Service Impact Description page to view details about the impact. Click a code link in the Impact column to access the Service Impact Description page. Upon saving the Service Indicator (Apply/OK), CUNYfirst will update the Date/Time and the EMPL/Name of the User performing this activity.

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Topic 21: Manually Release a Service Indicator Individuals can release service indicators if given the appropriate security access. If the “Release” button does not appear on the Service Indicator page, an individual does not have access to perform this task. Navigate to: Campus Community > Service Indicators (Student) > Manage Service Indicators NOTE: When working on any page associated with a student, their service indicator icon will appear on the top of the page. Clicking directly on that icon will bring the user to the Mange Service Indicator page.

Step Summary To release service indicators: 1. Enter Search Criteria for desired student. Click Search. 2. If desired, select Effect field and Academic Institution to narrow results. Click Refresh for this action to take effect. 3. Click on the appropriate Code to access data for the desired service indicator. 4. On the Edit Service Indicator page, click the Release button. Note: The Release button will only appear if the user has security access to remove that specific service indicator. 5. Click OK. End of Procedure.

Detailed Information Edit Service Indicator page – Release Button

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Topic 22: Edit a Service Indicator Service Indicators can be edited at any time. A common reason to edit a service indicator would be to add an expiration date by using the End Term and End Dates fields.

Step Summary To edit service indicators: 1. Follow the above navigation and enter the desired information into the Empl ID field. 2. Click the Search button and select the appropriate student. 3. Select the Service Indicator for editing. 4. Add or update the relevant data. 5. Click OK. End of Procedure.

Detailed Information

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Topic 23: View Service Indicator Audits CUNYfirst maintains an audit history that indicates who applied which service indictors to which individuals, including add, change, and delete history. Use the Service Indicator Audits page to view a history of the service indicators that a person has assigned to records in your system.

Step Summary The Audit Service Indicators page can be found by navigating to: Campus Community > Service Indicators (Student) > Audit Service Indicators To audit service indicators: 1. Follow the above navigation to reach the Audit Service Indicators page. 2. Enter the ID or use any of the desired search criteria fields to find the appropriate person. 3. Click the Search button to view all service indicators applied to that person.

Detailed Information The Audit Service Indicators Search page Use the Audit Service Indicators page to view an individual's service indicator history, including the date and time when a service indicator was added or deleted and the ID that added or deleted it.

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The Audit Service Indicators - Assignment tab

The following table describes the fields on the Audit Service Indicators page of the Service Indicators component:

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Field Service Indicator Code Action

SR Reference Guide Description The short code that applies to the action taken on this service indicator. I.e.: NC is for Non-Compliant Immunizations. The short code that applies to the action taken on this service indicator. I.e.: A is for Add.

Audit Service Indicators – ID Data tab

Audit Service Indicators – Date/Time tab Note: Clicking the expand symbol next to Date/Time will show data from all tabs in one line.

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Topic 24: Assign Service Indicators in Batch Step Summary The Mass Assign Service Indicators page can be found by navigating to: Campus Community > Service Indicators (Student) > Mass Assign To Mass Assign Service Indicators: 1. Navigate to the Mass Assign page. 2. Click Add a New value to create a new run control ID. If one has already been created, skip this step and click on Preview Selection Results prior to running this query. 3. Check the Population Selection box. 4. Use the PS Query Selection Tool. 5. Enter prompt criteria for the query in Edit Prompts including Institution, Student Indicator Code, Reason. 6. Check System Date field if current date is starting date of Service Indicator. 7. Enter Start Term (0000) – service indicator will take effect as soon as assigned. 8. Enter Start Date if not using the Check System Date field. 9. Department will default from Service Indicator setup. 10. Option to click on Preview Selection Results to view students who will receive this service indicator. 11. Click the Run icon. 12. Click OK. 13. Click on the Process Monitor Tab to check the status 14. The Process List Tab should eventually show the status Success. If a process status of Error or Queued appears for a long time, contact the Help Desk.

Detailed Information The Mass Assign Page

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Topic 25: Add Student to Student Group The Student Groups functionality permits grouping of students based upon a common criteria (ex: students with disabilities, honor students, college now students). Correct placement in a Student Group is essential as many key processes are run on the basis of a student group, such as assigning enrollment appointments and calculating tuition. Once students are assigned to a group, they will have associated student groups pages throughout their career at CUNY. Though their status may change from Active to Inactive, the student group record will remain available. Campus administrators, faculty, and staff must be provided access to specific student groups in order to add and edit a student’s relationship to that group. A student may be assigned to multiple groups at multiple colleges. A batch process is available to assign students to groups via an uploaded file. Individuals must have access to specific student groups to be able to add and update student groups.

Step Summary The Student Groups page can be found through the following navigation paths: Student Admissions > Application Entry > Academic Information > Student Groups Records and Enrollment > Career and Program Information > Student Groups Campus Community > Student Services Center > General Info Tab

Please note that the following Student Groups may be imported from the CAS data load. Field The CAS Load Process will create the following Student Groups if data is present.

Description •

CLIP (Immersion)

•

ESL

•

SEEK

•

CD

•

DAY

•

EVE

•

WKDN (weekend)

To add a student group to a student: 1. Follow the navigation above to access the Find an Existing value page. 2. Search by Academic Institution and ID and select the appropriate student. 3. Enter the appropriate data for the student including Academic Institution, Student Group, Effective Date, Status (defaults to active), and Comments. 4. Click Save. 5. Last Update Date/Time, Updated By, and Type will be populated. 6. If necessary, click the Add a New row button next to Academic Institution and repeat.

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Detailed Information Student Groups will be maintained throughout the student's tenure at the college. There may come a time when a student is no longer a member of a group. To indicate that the student is no longer in the group, use the Add a Row button to add an effective dated row and change the status to Inactive. The Student Groups page Use this page to activate, inactivate, or delete a student from a student group. Note that the top portion of this page shows there are two pages of data, which means this student belongs to two student groups. The two pages of data in the lower portion are related to the status of this particular group. Please refer to Inactivating a Student Group for instruction in this area.

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This page (2 of 2) shows the information pertaining to the second student group for the same student. The area below is associated with this student group.

The following table describes the fields on the Student Groups page of the Application Entry component: Field

Description

Student Group

Enter the appropriate student group for this student.

Effective Date

Enter the date the assignment to the group takes effect.

Status

Enter Active or Inactive.

Comments

Enter comments for reference about the student group.

Last Update Date/Time

Displays the date and time the record was updated.

Updated By

Displays the user ID responsible for updating the student group.

Type

Indicates whether the record was processed manually or by mass update. When updated through the mass process, the program name appears.

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Topic 26: Inactivate a Student in a Student Group It is a best practice to add an effective dated row and inactivate a student’s membership in a student group to preserve student group history.

Step Summary The Student Groups page can be found by navigating to: Student Admissions > Application Entry > Academic Information > Student Groups To inactivate a student group for a student: 1. Follow the navigation above to access the Student Groups page. 2. Enter the appropriate Search Criteria, click the Include History checkbox, and click Search. 3. Select the appropriate Student Group to inactivate. 4. Click the Add a New Row icon in the lower portion of the Student Groups page. The top portion of the Student Groups page enables individuals to add a new Student Group to the student’s record. 5. Enter the Effective Date for Inactivation 6. Use the status pull-down menu to select the Inactivate Status. 7. If desired, enter relevant Comments. 8. Click the Save button.

Detailed Information This page shows the student as Inactive at a future date.

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The following table describes the fields on the Student Groups page of the Academic Information component: Field

Description

Student Group

Displays the student group to which the student is assigned.

Effective Date

Displays the date the assignment to the group takes effect.

Status

Select Inactive from the drop down list.

Comments

Displays comments about the student group.

Last Update Date/Time

Displays the date and time the record was updated.

Updated By

Displays the user ID responsible for updating the student group.

Type

Indicates whether the record was processed manually or by mass update. When updated through the mass process, the program name appears.

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Topic 27: View Students in Student Group Use this page to display all students in a particular student group. Note that users will only view groups to which they have been given access.

Step Summary The View Student Groups by Student page can be found by navigating to: Records and Enrollment > Career and Program Information > Student Groups To view students in a student groups: 1. On the View Student Groups by Student search page, enter the appropriate search criteria. 2. Click Search. 3. Select the Institution and Student Group. 4. If desired, narrow results using the Select Effective Dates field or the Range Selection field. 5. If the additional fields were used, click the Get Results button. 6. Select the Details link to view student group details for a single student.

Detailed Information The View Student Groups by Student

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The following table describes fields on the View Groups by Student page: Field

Description

Select Effective Dates

Enter the type of effective dates to view. Values are: All: Returns all student groups and displays all effectivedated rows for each group. Most Current (Any Status): Returns all student groups and displays only the most current effective-dated row, regardless of status. Most Current Active: Displays the most current active student group row. Most Current Inactive: Displays the most current inactive status for a student group row.

Get Results

Click to view the list of student groups that match the selected effective date search criteria.

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Topic 28: Use FERPA Quick Entry Under FERPA regulations, institutions can release directory information about a student, provided that the student has reasonable opportunity to prohibit, in writing, the disclosure of such information. When students exercise rights under FERPA, they identify information that they do not want the institution to release. The FERPA control must be applied to identify this information and prohibit the release of restricted information across the institution. Students have the option of permitting the institution to release any of the restricted information to specific internal publications. FERPA regulations define which items qualify as directory information; however, each college must identify and make known which of those items it plans to publish or share as directory information.

Step Summary The FERPA Quick Entry page can be found by navigating to: Campus Community > Personal Information > Biographical > Person FERPA> FERPA Quick Entry To use FERPA quick entry: 1. Follow the navigation above and enter the desired information into the ID field. 2. Click the Search button. 3. Use the FERPA Quick Entry page to apply or release FERPA restrictions to selected data for an individual.

Detailed Information When students exercise rights under FERPA, they identify personal information that they do not want the institution to release. FERPA control must be applied to identify this information and prohibit the release of restricted information. Students have the option of permitting the release any of the restricted information to specific internal publications. Under FERPA, students can prohibit the release of directory data about themselves. With the CUNYfirst FERPA functionality, students can restrict data but they can also grant permission to release some or all of that restricted data for inclusion in specific internal publications. When FERPA control is applied to restrict data for a student, CUNYfirst attaches a FERPA window shade privacy button to that student’s records. The FERPA privacy button can be clicked on a student’s page to quickly determine the information that is legally available to others at the institution or to third-party vendors. This information can also be accessed through the FERPA Display inquiry pages.

The FERPA Quick Entry page (1)

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SR Reference Guide The FERPA Quick Entry page (continued)

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SR Reference Guide The FERPA Quick Entry page (continued)

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SR Reference Guide The following table describes the fields on the FERPA Quick Entry page of the Person FERPA component: Field Restrict All Fields and Release All Restrictions

Description Click the Restrict All Fields button to select or clear the Restrict option for all fields in all categories on the entire page.

Release to Publication

Use the Release to Publication page to specify or review publications to which restricted data may be released. There are two options. • All Community Directories The student gives permission to release the otherwise restricted information for inclusion in all of the institution's internal community directories. • Student Community Directory: The student gives permission to release the otherwise restricted information for inclusion in the institution's internal student directory only.

Publication Categories

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Topic 29: View FERPA Display Step Summary The FERPA Bio Demo page can be found by navigating to: Campus Community > Personal Information > Biographical > Person FERPA> Review FERPA Display To view FERPA display: 1. Follow the navigation above and enter the desired information into the ID field. 2. Click the Search button. 3. Use the FERPA Bio Demo page to determine releasable biographical data about an individual, including gender, marital status, and names.

Detailed Information Determine releasable information about an individual two ways: • Click the FERPA (privacy shade) button on a page about an individual to display the Releasable FERPA Directory Information page. • Navigate directly to the FERPA Display pages to review all releasable information about an individual. Field names appear on the Releasable FERPA Directory Information page and on any of the Review FERPA Display pages only if that type of data is releasable. If a field is releasable but no data exists for it, the field name appears but with no field value. For example, if the individual's birth location is releasable but data for it is not in CUNYfirst, the field name Birth Location appears on the page, but the field value box beside it is empty. Use the FERPA Display pages to review all releasable information about an individual. The FERPA Bio Demo page

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The following table describes the fields on the FERPA Bio Demo page of the Person FERPA component: Field FERPA Addresses tab FERPA Phones tab FERPA Email Addrs tab FERPA Activities tab FERPA Photo tab

Description Determine releasable address data for an individual. Determine releasable phone data for an individual. Determine releasable email data for an individual. Determine releasable extracurricular activity data for an individual. Determine if a photo of the individual is releasable.

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Topic 30: View/Update Immunization Records The CUNYfirst Campus Community component includes functionality for updating Health Records, which is primarily being used to track immunization status. Overall, the CUNYfirst Health Services activities occur within three Campus Community areas: • • •

Three C’s (checklists and communications) Service Indicators Immunization and Health Test pages

The ASTA interface (transfer students) will import immunization data from UAPC and populate immunization health records. Immunization data includes test status, completion dates, and any exemption status for the following immunizations: measles, mumps, and rubella. Please note that while ASTA is designed to populate immunization fields, if there is no immunization data in the interface file, nothing is populated. The CAS interface (new students) will not provide any immunization information at this time.

Detailed Information The following information outlines CUNYfirst process for managing student immunizations. Checklists and Communications The immunization business process leverages the CUNYfirst checklists and communications functionality to streamline CUNY’s immunization tracking for all students across all CUNY institutions. The immunization business process also allows individual institutions to maintain flexibility with regards to their specific student populations and submission deadlines. Once students have been admitted and matriculated into a program at CUNY, CUNYfirst runs a check against each student’s immunization record for any missing immunization information. Once the process has been triggered, CUNYfirst will automatically assign the Health checklist to any student’s record that is missing immunization information. This communication can also be managed manually. Within the Health checklist, there are two checklist items which will be displayed in the student’s self-service as a To-Do list: • •

Meningitis Acknowledgement Form Immunization Documents

Upon assigning the Health checklist, an automated e-mail communication is sent to the student’s campus e-mail, notifying them of the health requirements. Approximately two weeks after the start of the term (actual date is determined by each college’s Health Services office) a second communication will be sent out of CUNYfirst to students who are still out of compliance with the health requirements. Upon sending this communication, the CUNYfirst system will update these students’ checklist items to a status of ‘Notified’. The Health Services department is responsible for triggering this communication and checklist update process. Overall, updating a student’s immunization is an on-going process, as these documents come into the Health Services office over the course of several months. As student health records are updated, the Health checklist status is also updated. CUNYfirst will update checklist statuses hourly. Service indicators will be updated based on the checklist status (see below). The system will process these updates at intervals to be determined by each institution; however, Health Services personnel can do this manually should the need arise.

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SR Reference Guide After CUNYfirst has assigned the Health checklist and the initial e-mail communication is sent, a Service Indicator should be assigned based on pre-defined criteria. The mass assignment of service indicators will be maintained and scheduled by each institution’s Health Services office. Two of the Health Services Service Indicators have been configured with registration holds: • NC (non-compliant with immunization) • MEN (missing meningitis form)

It is the student’s responsibility to submit the appropriate health and immunization documentation. Immunization proof can be supplied via mail or in-person. As the information comes in, the Health Services department at each institution is responsible for entering the information into the system. Immunization and Health Test pages CUNY is using the Immunization page to track submission of all required immunization documents. The documentation itself is either processed via paper in the Health Services Office, though the Meningitis Acknowledgment Form (MAF) can also be submitted on-line. Online Self-Service Acknowledgement Form Students are required to submit the meningitis acknowledgement form prior to enrolling in classes. A service indicator is placed on the student’s record, restricting enrollment activity, until the form has been submitted. A page in student self-service allows CUNY to provide information to students about meningococcal meningitis and allows students to submit the meningitis acknowledgement form. The Student Self-Service page has two checkbox fields for the MAF: • •

Students acknowledge that they have received the meningitis information and will not obtain immunization at this time. Students acknowledge that they have received the meningitis information and have received the immunization and indicate the date the immunization was received.

At the bottom of the page, there will be a submit button that, once selected, will update the student’s health information with the appropriate meningitis immunization code, complete status, date received (submission date), and date taken (if applicable). The submission will also trigger the removal of the meningitis service indictor, thereby allowing the student to register for courses. Students receive training in this process via the Student Self Service Training sessions and/or materials. The Meningitis Acknowledgement Form (MAF) can be submitted one of four ways: online via CUNYfirst self-service, mail, fax, or in person. If the student submits the MAF in person, via mail, or fax, the Health Services department at each institution is responsible for updating the student’s immunization record. If the student wishes to submit the MAF via selfservice, the student’s immunization record will be automatically updated with the submission of the online MAF. The submission of the online MAF will also remove the MEN registration hold allowing the student to enroll in classes (provided they have no outstanding immunization documents). Further instruction and images of the Immunization and Health pages are in the following topic. Registrar Activities As per current practice, the Registrar’s office manages the following activities which impact students who have not submitted their Immunization documentation: • •

Term Activation WA Grades

Term Activation Prior to each term start, the Term Activation process is run. This process flags students as being eligible to enroll. Those colleges that allow registration up to 5.5 credits will also run a custom process to apply an enrollment limit of 5.5 credits to their students who are missing immunization documents. CUNYfirst will then enforce the 5.5 credit limit as students enroll

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SR Reference Guide in classes. This additional process will run immediately following the Term Activation process. The Registrar’s Office is responsible for managing this process in collaboration with the Health Services department. WA Grades After 30 days from the start of the term (45 days for students who are from out-of-state), a communication is sent to students who are still out of compliance to notify them that they are no longer permitted to attend class and will be issued a ‘WA’ as a grade (irreversible at the end of the term), will be responsible for tuition charges, and their Financial Aid will be suspended or cancelled (if applicable). Upon sending this communication, the CUNYfirst system will update these students’ checklist items to a status of ‘Second Notification’. The Health Services department is responsible for triggering this communication and checklist update process. The ‘WA’ grades will be assigned by running a custom mass grade assignment process. The Registrar’s Office will be responsible for triggering this process in collaboration with the Health Services department. At this same time in the term, a service indicator of ‘NC’ is assigned to the non-compliant students’ record, blocking them from all future registration eligibility until they become compliant with the health requirements. The Health Services department is responsible for the placement of service indicators. Approximately a week after the ‘WA’ grades have been assigned, the Registrar’s Office will post a term withdrawal for those students receiving a ‘WA’ grade. The posting of term withdrawal will place a ‘withdrawn’ code, as well as a last date of attendance, on the student’s record which is then used by the Financial Aid office and impacts the Return to Title IV process. If necessary, the last date of attendance will be manually overridden by the Registrar’s Office to equate to the date the ‘WA’ grades were assigned to the student’s record. According to CUNY policy, students have until the last day of the term to remove the ‘WA’ grade and receive a letter grade. In order to have the ‘WA’ grade removed; students must complete the following tasks: • Show proof of immunization to the Health Services department • Obtain signed approval from all of their current instructors Students must bring the signed approval to the Registrar’s Office for removal of ‘WA’ grades, and request reinstatement of Financial Aid (if applicable) from the Financial Aid office. Once the last day of the term is past, the ‘WA’ grades are irreversible and become a permanent grade on the student’s transcript. Use the CUNYfirst Immunization and Health Test pages to enter and track an individual's immunization and general health test data

Step Summary To review Immunization and Health pages, navigate to: Campus Community > Personal Information (Student) > Health Information (Student) > Immunization and Health 1. 2. 3. 4.

On the Immunization and Health search page, enter search criteria to locate and select the desired record. Review and/or update immunization Information on the Immunization page. Review and/or update health test information on the Health Test page. Click Save after any changes have been made.

Detailed Information The Immunization page User the Immunization page to enter information for immunizations, including dates and status. CUNY is using the area in the red box. The smaller red box illustrates the number of rows which exist, each corresponding to a different immunization.

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The following table describes the fields on the Immunization page of the Health Information (Student) component: Field Immunization Immunization Number Date Taken, Expiration Date, Date Received Immunization Status Comment Immunization Criteria Section

Description Enter type of immunization. See below for chart of immunization values and descriptions. Immunizations can be identified by this number, which has no impact in other CUNYfirst areas. Enter all dates relevant for this immunization. Indicates Complete, Partial, or Unknown Enter any relevant comments Not being used at this time.

Sample Immunization Listing

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Topic 31: Registrar Functions in Health Services Registrar’s representatives will perform the following functions related to Health Services. Instruction for these functions can be found in the Student Records Reference Guide and Quick Reference Guide.

Detailed Information •

Add Enrollment Limits for MMR Certain CUNY institutions allow students to register for up to six credits without submitting proper immunization documentation. Once the student reaches six credits, the student is no longer eligible to register for classes until proper immunization documents have been submitted.

•

Run the Mass Grade Change Process

•

Add or remove the WA from Student’s Record If the student is not in progress and has not provided proof of immunizations, the student will be administratively withdrawn at a certain point in the term which is determined by each respective institution. A grade of ‘WA’ is assigned to the student’s record if the student has begun the series but has not completed the series by the deadline set by his or her institution. The student is viewed as being in partial compliance and a hold is placed on the student’s record to prevent future registrations until the immunization requirement has been fully met. Once all immunization is satisfied an appeal to the faculty/instructor to resume class may be requested. If approved, the faculty/instructor will inform the registrar to remove the WA grade.

•

Run the Term Withdrawal Process Time requirements for compliance - No institution shall permit any student to attend such institution in excess of thirty days without compliance. A student from out of state or another country who can show a good faith effort to comply with may attend the institution for 45 days. Prior to August 1, 1991, the applicable thirty and forty-five day periods shall be extended to sixty and ninety days, respectively.

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Topic 32: Enter/Update Disability Data A prospective student can make an initial request for accommodation to the Office of Services for Students with Disabilities at his or her individual college and provide appropriate supporting documentation. Disability data is used by CUNY to meet the needs of students with disabilities, as well as for the following purposes: •

The data is used by each disability service coordinator/director on campuses to generate an annual report for central administrative offices at CUNY. This is done not only to understand data for fiscal planning purposes at the University, but also to examine trends for legislative campaigns, donation requests, policy adjustments and modifications, policy creation, service delivery, and to generate strategies for recruitment purposes.

•

Directors of disability services often use the data gathered through this mechanism to acquire campus and external resources. Disability services also uses this data to provide various intervention related services to students who may or may not be on academic probation or are believed to be a risk for academic probation.

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This data is also intended to help campuses in making decisions regarding assistive technology purchases, requesting electronic textbooks from higher education publishers, and to generate reports to comply with the higher education electronic textbook legislation in New York State.

Before the Disability Services Coordinator can use the CUNY First system to track disability data the person must exist in the system. The Disability Services Coordinator uses the Search/Match process to investigate if the person exists in the CUNY First system. •

Perform a Search/Match to locate any existing record. If a ‘match’ is found the coordinator can proceed to enter disability data.

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If no match is found the coordinator should direct the prospective student to submit or check the status of their application.. The University Application Processing Center (UAPC) interface will populate (create) the person in the CUNY First system.

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If not match is found and the prospective student is requesting pre-admission services, the Disability coordinator should contact the Registrars’ office to have the student added to the CUNYfirst. Once the prospective student exists in the database and has been assigned an EMPL ID, the Disability Coordinator can assign the student a pre-admission accommodation type. The business process may vary across CUNY campuses.

Step Summary The Accommodation Request can be found by navigating to: Campus Community > Personal Information > Disability > Disability To Enter/Update Student Disability Data: 1. Run a Search/Match for existing name and address in CUNYfirst. 2. Select the existing student record to be updated (or if not found, see pre-admit note below) 3. Enter or update the Accommodation Request (Disability Type). 4. Enter or update any Accommodation Options. 5. Enter or update the Accommodation Job Task, if applicable.

Detailed Information The Accommodation Data page Use this page to search for the appropriate record.

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The following table describes the fields on the Accommodation Data – Find an Existing Value page of the Disability component: Field

Description

ID

Search by the person’s ID number.

Campus ID

Search by the person’s Campus ID number.

National ID

Search by the person’s National ID number.

Last Name

Search by the person’s Last Name.

First Name

Search by the person’s First Name.

The Accommodation Request page Use this page to enter and track an individual's accommodation request.

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The following table describes the fields on the Accommodation Request page of the Disability component: The Accommodation Request Details group Field

Description

Accommodation ID

The number of this request on the list of this individual's accommodation requests. The system displays the next sequential number for each accommodation request that you add. The number can be changed to reorder the list of accommodation requests.

Comment

Enter comments that further identify the accommodation request for this individual.

Responsible ID

Enter the ID of the individual managing this request.

Pending, Accepted, or Undue Hardship

Select one of these options to indicate whether the request is pending, evaluated and accepted, or evaluated and denied due to an undue hardship on the department or institution.

Request Status Date

Enter the date that the request was changed to a status of pending, accepted, or denied.

The Disability group

Regulatory Region

Enter the code for the country whose regulations apply to this request.

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Enter the disability code that describes the illness or disability for which accommodations have been requested.

Description

Displays the description that is associated with the diagnosis code.

The Accommodation Option page Use this page to enter and track options for an accommodations request.

The following table describes the fields on the Accommodation Option page of the Disability component: Field

Description

Option ID

The system displays the number of this option request in the list of options for this accommodation request. The system displays the next sequential number for each option that you add. You can override the number to reorder the list of options.

Employer Suggested Option

Select this check box to indicate that a staff person suggested this option.

Currency Code

Enter the currency in which the cost is expressed.

Type

Enter the type of accommodation (from the Accommodation Type Table page) that is recommended as part of this option. Last Updated: October 30, 2013| Page: 131

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Description

Cost

Enter the cost of this type of accommodation.

Description

Enter comments to further describe or identify the item or service suggested in this option.

Accommodation Status and Status Date

Enter the status of this option, (such as accepted, approved, consider, offered, or rejected), and the date of the status.

The Accommodation Job Task page Use this page to enter and track the employee location and job task that is accommodated by honoring the request.

The following table describes the fields on the Accommodation Job Task page of the Disability component: Note: Information displayed in these fields is shared with the CUNYfirst HRMS module (Human Resources Management System). Field Business Unit

Description

Job Code

In HRMS, jobs are identified jobs by job codes, referring to the specific job that a person holds.

Business units are logical units that are used to track and report specific business information. CUNYfirst uses Business Unit to designate specific colleges (Queens College, Queensborough Community, etc).

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Description

Job Task

This field indicates any special job task required of a job, for example: fluency in American Sign Language.

This field is used to indicate the physical location of the person.

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Topic 33: Update Military Status Information Designated campus Veteran’s Affairs (VA) representatives can make updates to students’ Military Status, and employees will report their Military Status updates to their designated HR representative. A student who is also an employee will be responsible for providing the appropriate updates to both campus and HR representatives. Campus VA representatives can manually update Military Status information, apply VA Student Groups, and apply VA Service Indicators. The Student Records, Student Financials, and Financial Aid modules are all in agreement with this process. Veterans may be eligible for discounted and/or different fee structures within Student Financials depending on their military status. A Veteran’s Student Group will be used to capture this information. When a student has a qualifying “Active” value for Military Status, a Veteran’s Service Indicator will be applied to that student.

The following information relates to CUNY policies and procedures for Veteran Students. Students Called to Active Duty A student who is called to active duty in the armed forces of the United States after having attended regularly thirteen or more weeks or having completed eighty-five percent of the term's work through acceleration may be given full credit for each course in which he or she has a grade of C or better. The final grade in each course credited in accordance with the foregoing provision shall be the grade at the time of his or her leaving for military service. The appropriate committee or other designated authority shall be empowered to grant the remaining number of credits required for graduation to a member of the graduating class who lacks not more than twelve credits in elective courses to complete the requirements for the degree and who is called to active duty in the armed forces of the United States. Such credit may, however, be denied to a student who, under existing regulations, has received credit for uncompleted courses. It shall be University policy for colleges to encourage students who enter military service to maintain their status as students by availing themselves of such opportunities as may be offered them (by the colleges, by other accredited colleges, and/or by service agencies) to continue their studies while in the armed forces. Admissions and Readmission The colleges should accept every veteran who applies and qualifies for admission. A veteran presenting fourteen of the sixteen units required for admission who is deficient in not more than three of the prescribed units, provided he or she is otherwise qualified, may be admitted and may receive credit towards his or her degree for the work he or she takes in college to satisfy his or her entrance conditions. Veterans, whose secondary school preparation has been inadequate in terms of scholarship, entrance units, or both, should be considered for admission as non-matriculated students and should be matriculated subsequently, if the record of achievement in the college justifies such action. Readmission with a probationary or non-matriculate program should be granted to the veteran who was a former student with an unsatisfactory scholastic record. Evaluating Criteria College credits may be allowed up to a maximum of eighteen in specific subject matter areas for the satisfactory completion of USAFI courses. Furthermore, efforts should be made to set up facilities in the colleges to test competence and allow credit therefore when requested by those students who have not had an opportunity to submit to the USAFI examinations. Credit for educational experiences in the armed forces may be evaluated in terms of the degree toward which the veteran is working, and may be awarded for courses offered in the curriculum of any accredited college as well as areas that might be considered part of a potential curriculum of an accredited college. The stated course requirements for the degree may be modified in the case of the veteran. Such adjustments should be made in consideration of the special justification in the individual case and without weakening the essential import of the degree or certification for which the veteran is a candidate. Last Updated: October 30, 2013| Page: 134

SR Reference Guide A maximum allowance of twelve credits for military experience may be granted the veteran who has been in the service for six months or more, and a maximum allowance of six credits for the veteran who has been in service for more than 90 days but less than six months. The granting of this credit shall not deprive the veteran of taking the total number of credits required for his or her degree. The acceptance of credit for both educational and military experience should be permissive with the veteran. Special Registration Procedures The veteran who re-enters at any time during the term should be given the opportunity to audit courses without credit. Fees will be waived except for non-matriculated students. The veteran who returns after the completion of the normal registration period may be permitted to enroll without late fee for credit either in regular courses or in special tutorial courses, or a combination of both. Admission of Veterans Matriculation Procedures All student veterans whose high school averages qualified them to enroll as matriculated students, but who were enrolled as non-matriculated students because of their failure to meet the previous admissions application deadlines are to be fully matriculated effective. Late Admission All veterans of the U.S. Military Service with no previous college experience will be permitted to file matriculation applications at any time prior to the date that registration is scheduled to begin and that the normal University-established dates for filing such applications shall not apply. In the event the filed application is lacking in supporting data at the time of scheduled registration, the veteran, subject to space limitation, shall be admitted as a conditional matriculant pending receipt of such supporting data, provided, however, that the veteran has presented evidence of a high school diploma or equivalent. Upon receipt of the supporting documentation to complete the application, the veteran shall be placed in full matriculation if he or she meets the admission requirements of the college or if he or she has met the college's academic standards for continued matriculation at the end of the aforementioned semester. Veterans admitted in accordance with the foregoing resolutions will forfeit their matriculated status if they should fail to provide the documentation required by the college in order to complete the admissions application or if they fail to meet the college's academic standards for continued matriculation. Reinstatement Without Penalty With reference to students in good standing whose enrollment is interrupted by military service or by absence from college due to refusal to serve in the armed forces, the University will continue its long-established policy of readmitting students without prejudice arising from such absence. Graduate Work for Veterans The following procedures are designed to assist the man or woman now in the Armed Forces who wish to commence or resume studies on the graduate level upon return to civilian life. Subject to approval of the appropriate graduate authority to be designated by the President of each college, a senior may be admitted provisionally as a graduate student, including in the program of study some courses that will count toward the Bachelor's degree and others that will count toward the Master's degree. Admission to the graduate course of study will be confirmed as soon as the Bachelor's degree is confirmed. If there is a reasonable likelihood that the requirements for the Bachelor's degree have been completed, a veteran may be permitted to commence graduate studies, pending the evaluation of work completed while in service. Subject to the approval of the appropriate graduate authority, courses prerequisite to the Master's degree may be completed through the Armed Forces Institute and the colleges cooperating with the Institute program. Likewise, appropriate work completed in a formalized educational program in the Armed Services may be used to fulfill such requirements. Corresponding courses completed through the Armed Forces Institute and in cooperating colleges may be credited toward the Master's degree up to a maximum of six credits, subject to the approval of the appropriate graduate Last Updated: October 30, 2013| Page: 135

SR Reference Guide authority. It is recognized that in some fields of study fewer than six credits will be acceptable or even that no credit will be allowed. On the basis of graduate work taken elsewhere the appropriate graduate authority may excuse the veteran from earning in residence as much as one half of the course credits required for the Master's degree. This provision is not to be construed as exempting the veteran from other requirements for the degree. A thesis or a comprehensive examination or both will be required of all candidates. The veteran who is unable to obtain a full graduate program at any one city college because of insufficient course offerings shall be permitted to round his or her program at one of the other city colleges with courses approved by his or her graduate authority. Admission and Fees for Enlisted Military Personnel Enlisted personnel in the Armed Forces of the United States shall be admitted to courses given in the colleges provided there is a vacancy in the course desired and provided also that the applicant has completed the prerequisites for that course. The Board of Trustees shall extend to such military personnel the same privileges in respect to fees as those granted residents of the City of New York. Fees for All Military Personnel and their Families, Stationed in New York State For the purposes of calculating tuition and fee charges, members of the Armed Services of the United States stationed in New York State, their spouses, and their dependent children, are to be considered as residents of New York State. The CAS and ASTA interfaces will populate military status on the Veterans Information page. Veteran’s status will be indicated with the value “5” (veteran). If a student self-reports a change in their military status by bringing the appropriate documentation to their campus Veterans Affairs representative, manual changes must be made to the students’ record. The Veteran’s Information page will be available to coordinators and certifying officers in the Veterans’ Affairs Office. VA students who have a service related disability and are in need of accommodations or wish to have their disability on file with the college should be directed to the Disability Services Office. Disability/Accommodation pages are available exclusively to the Disability Services Office. The “Service Connected” checkbox is purely informational.

Step Summary The Veteran’s Information page can be found by navigating to: Campus Community > Personal Information (Student) > Biographical (Student) > Veteran Information

To update Veteran’s Information: 1. Navigate to the Veteran Information search page to locate and select the appropriate record. 2. Update military data on the Veteran Information page. 3. Click Save.

Detailed Information The Veteran Information page

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The following table describes the fields on the Veteran Information page: Field

Description

Effective Date

Date information was entered onto Veterans Information pages.

Military Status

Indicates Status of Duty including: Active Duty, Active Reserve, Inactive Reserve, Retired Military Veteran, Vet/Reservist with no GI Bill, Veteran.

Start Date

Date of origin in military.

Discharge Date

Date of military discharge, if applicable.

Branch of Service

Includes: Air Force, Army, Coast Guard, Marines, National Guard, Navy, Reserves.

Currently Serving

Indicates current serving status.

Branch Current

Indicates current branch of service (same values as Branch of Service field).

Chapter

Indicates relevant unit of service.

Service Connected

Informational only – indicates military related disability. Student must communicate with the Disability Services Office for information and accommodations.

Spouse/Child VA Benefit

Indicates if this is a spouse/child of a Veteran receiving VA benefits.

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Topic 34: Assign Communications to an Individual Step Summary The Person Communication page can be found by navigating to: Campus Community > Communications > Communications Management To assign communications to an individual: 1. Follow the navigation above and click the Add a New Value page. 2. Enter the desired information into the ID field and click the Add button. 3. Use the Person Communication page to assign communications to individuals. Note: If a user transfers to this page by clicking the Communication button on another page, the Academic Institution, administrative function, and related data will transfer as well.

Detailed Information Communications can be assigned to individuals manually or through the 3C engine to automatically assign communications to individuals based on defined rules and conditions. The form of communication can be noted (phone, letter, email, in-person meeting, etc.) If the communication is a letter or an email, the variable data and enclosures that should be included can be managed. Comments can also be entered that are or are not included in the text.

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The following table describes the fields on the Person Communication page of the Communication Management component: Field Function Variable Data button

Description Specify the code of the functional area that includes this communication. Refresh the page, press Tab to activate the button. Click the Variable Data button to access the Variable Data page, where you can view or enter the required variable data associated with the specified function. Last Updated: October 30, 2013| Page: 139

Field Academic Career Institution

Comm Key

SR Reference Guide Description Enter the desired information into the Academic Career field. Example: UGRD for Undergraduate. Specify the institution responsible for this communication. It defaults to the institution assigned to the ID, but can be modified if needed. It this example, use the default. Enter the name of the communication speed key that contains the communication category, communication context, method, direction, and letter code for this communication. When you select a communication speed key that is valid in your user preferences, CUNYfirst displays all the values for you. If you do not use a valid communication speed key, you must enter the category, context, method, direction, and letter code values manually.

Letter Code

Refresh the page, press Tab, notice all the fields that were populated as a result of using this speed key. Defaults based on the communication speed key entered. The letter codes available are those associated with the context and function selected for this communication. If the selected letter code represents a letter that is set up to include enclosures, CUNYfirst automatically selects the Include Enclosures check box for you. You can then click the Enclosures button to review, add, or delete the set enclosures.

Communication Date Comments

Print Comment Create Joint Communication

If the letter is not set up to include enclosures, you can manually select this check box to include enclosures now, and click the Enclosures button to add the desired enclosures. Displays the CUNYfirst system's current date. You can override this if needed. Enter comments to further identify or describe the communication for this individual. If comments are associated with the communication speed key, CUNYfirst automatically displays them here. You can change these comments or delete them. Select the Print Comment check box to print comments on the communication. The Create Joint Communications check box is available only if the individual to whom you are assigning the communication has a relationship on the Relationships page set to allow joint communications, and if the letter code on the Standard Letters page is set to allow joint communications. When available, select this check box to address the communication jointly to this individual and the related individual identified on the Relationships page.

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Field Communication Outcome

Communication Completed

Date Activity Completed Unsuccessful Outcome

Reason

SR Reference Guide Description When you run the letter generation data extract process, CUNYfirst automatically completes fields and selects check boxes in the Communication Outcome group box to indicate the outcome of the communication. If you do not use the letter generation data extract process, you must complete these fields. Select the Communication Completed check box to indicate that the communication was successfully completed. For example, the communication is complete if the phone call was made or if the letter was sent. In the case of the letter generation data extract process, the communication is complete if the data was extracted according to the option selected on the run control page. If you are using a communication speed key, CUNYfirst might select this check box for you depending on information associated with that Comm Key. Defaults to the current system date, but you can manually override this date if needed. Selecting the Unsuccessful Outcome check box indicates that the communication was unsuccessful. For example, no one answered the phone, or the letter was returned undeliverable. In the case of the letter generation data extract process, an unsuccessful outcome means that the process was unable to successfully extract all the data for this communication. If you are using a communication speed key, CUNYfirst might select this check box for you depending on information associated with that Comm Key. The Reason field is available when the Unsuccessful Outcome check box is selected. It indicates the reason that the communication was unsuccessful. For example, if a letter that you sent was returned, you might select Returned Mail as the reason that the communication was unsuccessful. In the case of the letter generation data extract process, CUNYfirst selects Critical to indicate that the absence of critical data prevented the extract process from completing for this communication.

The Communication Recipient Data page Use the Communication Recipient Data page to view data for an additional individual recipient.

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Topic 35: View an Individual Communication Summary Step Summary The Communication Summary page can be found by navigating to: Campus Community > Communication > Communication Summary To view a summary of an individual’s communications: 1. Enter the desired information into the ID field. 2. Click the Search button. 3. Use the Communication Summary page to search for and review a summary of communications to or from an individual.

Detailed Information Review communication information for an individual on this page. A summary of communications can be viewed, or details of the communication assignments. A summary of communications can be retrieved for an individual to determine if a specific communication was sent, if it included enclosures, and if it was a joint communication. The 3C groups that have security access to categories of communications can be viewed as well, along with details of the communication assignments. The Communication Summary page

The following table describes the fields on the Communication Summary page of the Communication Summary component: Field Letter Details

Edit

Description Use the Letter Details tab to determine supplemental information about the communication—if there were enclosures, the enclosure letter codes and descriptions; if the communication was joint, the related ID; and the category and context for the communication. Click the Edit link for any of the rows to open the communication in the Person Communication page, where it can be edited.

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Field View

SR Reference Guide Description Click the View link for any of the rows to open the communication in the Communication Detail page, which displays a view-only version of the same information that can be seen in the Person Communication pages.

When 3C Group Summary data is available, it can be viewed on this second tab:

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Topic 36: View an Individual Communication Detail Step Summary The Communication Detail page can be found by navigating to: Campus Community > Communication > Communication Detail To view the details of an individual’s communications: 1. Enter the desired information into the ID field. 2. Click the Search button. 3. Use the Communication Detail page to view details of a communication assigned to an individual. This page is identical to the Person Communication page, except that all the fields are view-only and cannot be edited.

Detailed Information A communication can be opened in a view-only format to review detailed information. The Communication Detail page

The following table describes the fields on the Communication Detail page of the Communication Summary component: Last Updated: October 30, 2013| Page: 145

Field Enclosures button

View Generated Communication

SR Reference Guide Description If enclosures are included in this communication, you can view them by clicking the Enclosures button. Use the Communication Enclosure page to review enclosures assigned to a communication. If the communication was generated by the Communication Generation process, you can click the View Generated Communication link to launch a new window displaying the final outputs, including softcopy enclosures, generated by the Communication Generation process.

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Topic 37: Assign a Checklist to a Person Checklists can be assigned to individuals or groups of individuals. For each checklist item assigned, responsible individuals can be specified. A due date for the overall checklist can be included with the same or different due dates for each item on the checklist. In addition to assigning checklists manually, the 3C engine can to automatically assign checklists based on defined rules and conditions. The Population Selection feature or the Mass Change process can be used to select a group of IDs. A checklist can be manually assigned to an individual using the Checklist Management pages.

Step Summary The Checklist Management 1 and 2 pages can be found by navigating to: Campus Community > Checklists > Checklist Management - Person To assign a checklist to a person: 1. Follow the navigation above and click the Add a New Value tab. 2. Enter the desired information into the ID field. 3. Click the Add button. 4. Use the Checklist Management 1 page to assign a checklist to an individual. Use the Checklist Management 2 page to view or assign all or some of the checklist items to the individual and identify who is responsible for each item.

Detailed Information The Checklist Management 1 page

The following table describes the fields on the Checklist Management 1 page of the Person Checklists component: Field Description Last Updated: October 30, 2013| Page: 147

Field Checklist Date Time

Administrative Function

Academic Institution

Variable Data

SR Reference Guide Description CUNYfirst populates the Checklist Date Time field with the date and time of the checklist's creation. It is set to the current system date and time. Use the Administrative Function field to specify the administrative function code. The administrative function codes reside on the Administrative Functions page. You can associate checklist items with the administrative function with which an individual is associated. You can then use that function to enter checklist items as a subset of items on a larger, more comprehensive checklist with its own overall due date. Specify the entity with which this individual is associated. This entity can be a university or a college that runs independently from other similar entities and has its own set of rules and business processes. If you refresh the page, the Variable Data button has been enabled. Use this button to access the Variable Data page, on which you can view or enter the variable data associated with the specified administrative function. If variable data is not required or allowed for the specified administrative function, this button is unavailable. In this example, this button is activated because the Admissions Application administrative function was selected. Now, enter the data associated with this function.

Checklist Code

Status

Based on the individual and administrative function that you selected on the Checklist Management 1 page, various fields automatically appear on the Variable Data page. With this feature, PeopleSoft ensures consistency between all records within a similar functional area across the institution. Use the Checklist Code field to specify the code that describes the checklist assigned to this individual. Only those checklist codes that are associated with the administrative function specified on the Checklist Item Functions page are available. In the Status field, CUNYfirst displays the status and the date when the status was updated. Valid status values are Initiated or Completed. Refresh the page to view current statuses.

The Checklist Management 2 page

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The following table describes the fields on the Checklist Management 2 page of the Person Checklists component: Field Sequence

Item

Status and Status Date

Due Date

Responsible ID

Description

The Sequence field represents the number of this checklist item in the list of checklist items for this individual. CUNYfirst automatically enters the next sequential number for each checklist item that you add. You can override the number manually to reorder the list of items for this checklist. Displays the code for this checklist item. The available item codes are from the Checklist Item Functions page for the administrative function selected. Display the status and status date of the checklist item. Valid statuses are: Initiated, Completed, Active, Ordered, Paid Off, Received, Notified, 2nd Notification, Returned, Waived, or Cancelled. Displays the overall checklist due date as the default due date for each checklist item. You can override this date, but it must be with an earlier date so that the item due date does not exceed the overall due date of the checklist. Displays a default ID, which is that of the user who created the checklist on the Checklists page. You can manually override the ID to reassign responsibility to someone else in your database. CUNYfirst also displays the name of the individual with that ID.

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Topic 38: View a Person Checklist Summary Step Summary The Person Checklist Summary can be found by navigating to: Campus Community > Checklists > Person Checklists To view a person’s checklist summary: 1. Follow the navigation above and enter the desired information into the ID field. 2. Click the Search button. 3. Use the Checklist Summary page to view a summary of checklist item status for an individual.

Detailed Information View a summary of the checklist data for an individual. The Person Checklist Summary page

The following table describes the fields on the Person Checklist Summary page of the Person Checklists component: Field Code Item Status tab

Institution and Function

Edit

View

Description The Code Item Status tab displays information about each checklist item, such as checklist codes, description, due date, and status. Use the Institution and Function tab to determine the institution, administrative function, and checklist type associated with the checklist item. Also use it to determine the name of the person who assigned or is responsible for the checklist item. Click the Edit link for any of the rows to open the checklist in the Checklist Management 1 page, where it can be edited. Click the View link for any of the rows to open the checklist in the Checklist Detail 1 page, which displays a view only version of the same information that can be seen in the Checklist Management 1 page.

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Topic 39: View a Person Checklist Detail Step Summary The Checklist Detail 1 page can be found by navigating to: Campus Community > Checklists > Person Checklists > Person Checklist Detail To view the details of a person’s checklist: 1. Follow the navigation above and enter the desired information into the ID field. 2. Click the Search button. 3. View the person’s checklist details on the Checklist Detail 1 and 2 pages.

Detailed Information View detailed checklist data for an individual. The Checklist Detail 1 and 2 pages are view-only versions of the Checklist Management 1 and 2 pages. The Person Checklist Detail page

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Topic 40: Update a Checklist Item (By Item) Step Summary The Item Update - by Item can be found by navigating to: Campus Community > Checklist > Item Update - by Item To update a checklist item: 1. Follow the navigation above and click the Add a New Value tab. 2. Enter the desired information into the Checklist Item Code field. 3. Click the Add button. 4. Specify the checklist item on the Checklist > Item Update – by Item page. Use this page to list all the individual IDs for whom you want to change the status of a specific checklist item to complete when the update process runs in the background. 5. Indicate for whom the checklist item update is for on the Process Checklists > Item Update – by Item page. Use this page to enter the request parameters. These parameters will be used to define the processing rules and data to be included when the process is run.

Detailed Information The status of checklist items can be viewed in many ways, including the Checklist Management pages, or the Item Update - by Item or Item Update - by Person processes. Another way to update checklists is to run the Checklist Item Update - Automated background process, which updates items across all checklists in a batch without manual intervention. The Item Update - by Item page

The following table describes the fields on the Item Update - by Item page of the Person Checklists component: Field ID

Description Specify the ID number of the individual who has completed the specified checklist item

The Item Update - by Item can be found by navigating to: Campus Community > Checklist > Process Checklists

The Update Checklist Item - by Item page

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The following table describes the fields on the Process Checklists page of the Person Checklists component: Field Run Control ID

All Items

Description A Run Control ID is an identifier that, when paired with your User ID, uniquely identifies the process you are running. The Run Control ID defines parameters that are used when a process is run. This ensures that when a process runs in the background, CUNYfirst does not prompt you for additional values. You can run this process by searching for an existing Run Control ID or you can add a new value. Creating a Run Control ID that is relevant to the report may help you remember it for future use. By default, the All Items option is selected. It indicates that the process should update all checklist items specified on the Item Update - by Item table to a status of Complete.

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Topic 41: Update a Checklist Item (By Person) Step Summary The Item Update – by Person page can be found by navigating to: Campus Community > Checklists > Item Update - by Person To enter checklist item updates by person: 1. Follow the navigation above and enter the desired information into the ID field. 2. Click the Search button. 3. Use the Item Update - by Person page to manually update the status of each relevant checklist item on a summary of checklist items for a specific ID (individual IDs only).

Detailed Information The status of checklist items can be viewed in many ways, including the Checklist Management pages, or the Item Update - by Item or Item Update - by Person processes. Another way to update checklists is to run the Checklist Item Update - Automated background process, which updates items across all checklists in a batch without manual intervention. The Item Update – by Person page

The following table describes the fields on the Item Update – by Person page of the Person Checklists component: Field Item Status

Description Set the status of the checklist item. Valid values include Initiated or Completed.

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Chapter 5: Managing Duplicate Records in CUNYfirst This chapter provides instruction for preventing and managing duplicate records within CUNYfirst enterprise systems. It presents policy for Campus Solutions (CS) and Human Capital Management (HCM). Duplicate record management within enterprise systems represents an integral success component for any institution. Duplicate records impact student/employee/alumni services, data integrity and reporting in profound ways. Duplicate records represent added costs to the institution. The importance of preventing and managing duplicate records cannot be over stated. The underlying premise is that one person shall have only one unique ‘EmplID’ number within CUNYfirst. One person with two or more EmplID numbers represents a duplicate record. Examples of student service impacts are: • • • • •

Duplicate mailings Duplicate enrollments Improper courses being dropped Missed grading and Improper holds.

Because CUNY also uses HCM these impacts are further complicated with employee relations and payroll. Duplicate records require staff time to manually address them, which equates to real costs to the institution. Duplicate records recently introduced to the system, i.e. applicants and new admit, are much easier to eliminate and to manage. However, unmanaged duplicate records gradually become more entrenched in the system with enrollment, students with financial aid awards or billing activity, or even employees. Duplicate records at this level are much more complex and time consuming to manage and although may be merged in some manner they may never be eliminated from the system depending on the types of data in the records. Data from conversions also contribute to these types of complicated duplicate records Chapter Objectives Upon completion of this chapter, learners will be able to: • •

understand how to prevent duplicate records understand how to manage existing duplicate records.

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Topic 1 - Preventing Duplicate Records Global search/match should always be invoked before creating a new record or when it is unknown if an individual is already within the system.

Loading new student manually Creating NEW person records in Campus Solutions can take place via manual admission process such as Add Application or Quick Admit. Note: Each of these procedures should be preceded by invoking the delivered Search/Match process to prevent duplicate records from being added to the database. Search/Match is available as part of the following menus: Add Applicant, Personal Information, Personal Information (Student) and all training materials stress the importance of running Search/Match prior to attempting to added a record to the database.

Loading new student data files (CAS/ASTA) Loading external data, such as CAS/ASTA provide names, addresses, test scores, etc. to each institution for new and transfer students. This external information is first loaded into suspense tables within CUNYfirst. Users must review this suspense table and determine if there are any errors. Errors should be corrected before moving on. The next step is to run the search/match/post process, which invokes a batch global search/match of the external data file.

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Topic 2 - Identifying and Reporting Duplicate Records Using the ‘duplicate record report’ to help identify potential duplicates colleges must research and determine whether the list of potential duplicates are in fact duplicates. Once these records are reported as duplicates within the system, designated staff at each college will need to review duplicate records to ensure they are truly duplicates. Once a true duplicate is identified, the specific EmplID must be effectively removed from all reporting and office processing. The first step to achieve this is to make the record easily identifiable. The following first step is used to “tag” a duplicate record: Once the EmplID to be "deleted" is identified, the following is done on that EmplID: • NAME: Delete all history for name leaving the original effective dated row for the name, on which ZZZZZ is appended to the beginning of both the First and Last names and the associated EmplID is appended to the end of the last name. By doing this, the user immediately sees even in the Search Match results page what record should be updated or viewed for valid data. Additionally, this is done so that the Search/Match process (which looks at name history as well as current name) does not come up with a potential match with the old name. • ADDRESS: Insert a new row for the address where the new address is the address of the campus which is making the changes. Make certain that ALL address types in use are updated. • NATIONAL ID (NID): Delete the National ID row • DATE OF BIRTH: Delete the Date of Birth • GENDER: Change the gender to Unknown • EXTERNAL SYSTEM ID (ESID): Delete any of the following unique identifier rows if it exists: o Admissions UAPC Assigned SSN o OSIS ID o UAPC Application Number • Add DID service indicator to the Duplicate ID record to be deleted and an Internal Transcript Comment with the associated EmplID(s) and NID or ESID. • Add KID service indicator to the Duplicated ID record to be kept and an Internal Transcript Comment with the associated EmplID(s) and NID or ESID. Records tagged within the system as being a duplicate record may be left within the system. However, eventually after further investigation these records may be deleted in the merge process. The second step in the Duplicate ID process is to decide how the record is merged.

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Topic 3 - Combining Duplicate Records Duplicate records need to be evaluated case by case to determine which record is the best candidate for cancellation and which record is the best candidate for preservation. • This is most easily answered by evaluating which record has the most data associated with it. • Generally, the record with the least amount of data associated with it will most likely be cancelled and, possibly, deleted, while the record with the most data associated with it will be preserved. Note: All data associated with records selected to be cancelled or deleted must be preserved, preferably on the accurate and active record.

Levels of duplicates •

Level One – Level one category are records with high importance that cannot be deleted entirely from the administrative system. These records may be merged so that all information appears on one record and then the other inactivated. The following is a list of types of records that fit this category: • Employee (ID) currently on payroll • Employee formerly on payroll • Student currently registered in course(s) • Student currently receiving financial aid payment or currently enrolled with previous financial • aid payment(s) • Former student with financial aid payment(s) • Student formerly registered in course(s)

• • • •

Level Two – Level two category are records with lower importance (less system data associated) as compared to Level One. These records may be deleted entirely from the system if necessary. The following is a list of types of records that fit this category. Student with no enrollment data Non-student/Non-Employee (POI) with active financial account(s) Non-student/Non-Employee (POI) with inactive financial account(s)

Recreating data from one record to another is an exhausting manual step and can take some time. It must be remembered that some data cannot be completely replicated. For example, in the case of outgoing communications, another letter can be generated but the date/time stamp will be the current date/time, not when the original letter was generated. Removing a record entirely from the system may require three steps in the following order. • Add the DUPU student group to the abandoned record • Run the student applicant delete process (if applicable). • Run student prospect delete process (if applicable). • Finally, run the ID delete process to remove the person from the system entirely. Each delete process is dependent on the others. If records are being deleted from the system, the deleted EmplID can be referenced as an external system ID on the retained record. The result is to have a cross-reference of ID’s deleted, retained, and/or cancelled in the system. For some records, retaining a history through the ‘bad’ record is preferred, thus the record is not deleted.

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Unit II: Term Set-up Unit Introduction This course provides instruction on how to create new Terms and Sessions in CUNYfirst, and how to set up Academic Calendars within those terms and sessions. Terms need to be set up in CUNYfirst with certain attributes and key dates. A term is an administrative time period within which sessions are defined, students are billed, and statistics are accumulated for individual students, for the colleges and for the university as a whole. Before terms can be associated with specific colleges and academic careers, term values must first be created. Those term values are then associated with specific Academic Institutions (colleges) and specific Academic Careers to create Terms. Once terms and sessions have been established, the college assigns attributes and key dates to each term and each session within a term. The college also generates the associated Academic Calendars.

Unit Objectives: Upon completion of this course, the learner will be able to: • • • • • • •

set up Term Values create a new term, associated with a specific Academic Institution and a specific Academic Career create sessions within a term establish attributes and key dates within terms and sessions view and update the Term/Session Table create Academic Calendars for terms and sessions view and update Academic Calendars.

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Chapter 1 – Set Up and Maintain Term Values In this chapter, we will learn how to set up Term Values in the Term Values Table, which are necessary for the creation of terms in CUNYfirst.

Chapter Objectives Upon completion of this chapter, learners will be able to: •

add/update term values for a new term

Key policies related to the procedure

Term value will be maintained by the Office of the University Registrar.

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Topic 1:

Add/Update Term Values

Terms, sessions, and academic calendars are time elements. As users define these elements they should consider how these affect the business processes. For instance, they can affect class enrollment, financial aid, billing, tuition refunds, and statistical reporting. The Term Values table can be found by navigating to Set Up SACR > Foundation Tables > Term Setup > Term Values Table

Step Summary 1. 2. 3. 4. 5.

Navigate to the Term Values Table component. Click the plus sign button to add a new row or view/update the desired row, as needed. Enter the term code, long description, short description, and next class number. On the Display in Class Search page, set date ranges for classes to display in Self-Service. Click the Save button.

Detailed Information On the Term Values Table tab, identify the various terms by code, description, and short description. The Next Class Nbr value will increment upwards as classes are scheduled.

The following table describes the fields on the Term Values Table page. To enter the term values, use the naming conventions described below: Field Term Code

Field Description Term codes use the following convention: [1 digit century code] + [2 digit calendar Last Updated: October 30, 2013| Page: 162

Field

Description Short Description Next Class Nbr (Number)

SR Reference Guide Field Description year] + [1 digit term code where 2 = Spring, 6 = Summer, 9 = Fall]. (Example, Fall 2008: 1089, Spring 2015: 1152. Enter the Description using the following convention: [Calendar year] + [Spring Term, Summer Term or Fall Term], for example “2009 Fall Term” Short Descriptions use the following convention:[[Calendar year] + [SP, SU, or FA], for example “2009 FA” The default Next Class Number is 1001. This can be left unchanged, or another value can be entered.

After entering the term values, click the Save button. Display in Class Search page Use the Display in Class Search page to enter the date range during which user wants classes in this term to display in the self-service class search and browse course catalog options for students and visitors. Also, they can define a separate date range for instructors and advisors. All terms appear within administrative pages.

• •

Self-Service Student/Visitor columns control when students and guests will see the schedule of classes. Self-Service Instructor/Advisr (advisor) columns control when faculty will see the schedule in the Faculty Center

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Chapter 2 – Add/Update Terms and Sessions In this chapter we will learn how to create a new term in CUNYfirst, how to create a session within a term, and how to update and maintain data in existing terms and sessions.

Chapter Objectives Upon completion of this chapter, learners will be able to: • • • • •

create a new term in the system define a term’s attributes and key dates create sessions within a term define a session’s attributes and key dates maintain and update terms and sessions.

Key policies related to the procedure

The Office of the University Registrar develops a uniform University Academic Calendar. Then, individual colleges define their sessions within the academic calendar.

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Topic 1:

Add/Update Term and Session

Terms are defined independently by the following three elements: • • •

Academic Institution (i.e.: Queens College, Baruch, etc.) Academic Career (i.e.: Undergraduate, Graduate, Continuing Education) Term Code (representing, for example, “Fall 2009”)

Academic Institution

Queens College

Academic Career

Undergraduate

Term

Spring 2014

The Term/Session Table component is found by navigating to Set Up SACR > Foundation Tables > Term Setup > Term/Session Table

Step Summary 1. 2. 3. 4. 5. 6. 7. 8.

Navigate to the Term/Session table. Click on the Find an Existing Value page in the Term/Session Table or Click on the Add a New Value page. Enter the three defining elements of the term. Click the Search/Add button Complete the Term Table component page Complete the Session Table component page Complete the Session Time Periods component page Save.

Detailed Information Use the Add a New Value page of the Term/Session table to create a new term.

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SR Reference Guide The following table describes the fields in the Add a New Value page of the Term/Session table. Field Academic Institution Academic Career Term

Field Description The specific college within the CUNY system. The Academic Career for this term (i.e.: GRAD, UGRD, etc.) This is the 4-digit Term Code created.

Click the Add button. After clicking the Add button, a new Term/Session record is generated. Term Table Use the Term Table page to enter attributes and key dates of the term.

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SR Reference Guide The following table describes the fields on the Term Table page of the Term/Session Table component. Field Name Term Category (Required)

Term Begin and Ending Dates (Required) Academic Year (Required)

Holiday Schedule (Required)

Default Session Code

Weeks of Instruction (Required) Transcript Date Print (Required)

Sixty Percent Point in Time (Required) Use Dynamic Class Dates Max Program Effdt (Effective Date) for Term (Required)

Display in Self Service (Required)

Field Description The category that best describes the Term. This will often be “Regular Term” CUNY Values: Select Regular for Spring and Fall; Select Summer for Summer Term These dates are important and are referenced throughout the system. They help to determine, for example, the courses that are available for the term, the status of a student’s academic program, academic plan. Each term must be associated with an academic year. For example, 2010 indicates that the term belongs to the 2009-2010 academic year. The 2010 academic year would contain SU’ 09, FA ’09, and SP’10 and SU’09 terms. Before terms and sessions can be created, the Holiday Schedule must already have been created. The Holiday Schedule will be set up and maintained by the University Registrar (Central Office) and is shared with Human Resources. This value is used throughout the system to supply the session code associated with the term, although the value can be overridden. The default serves as a data entry aid. The number of weeks of instruction for this term. Select from following: • Do Not Print Any Dates (CUNY value) • Print Class Dates • Print Session Dates • Print Term Dates o Regular sessions of Spring and Fall terms will most often be set to “Do Not Print Any Dates,” though this decision can be made by each institution. o “Print Session Dates” option may typically be used in Summer terms, as there are multiple sessions during summer. The date on which the term is sixty percent complete. The system uses this date when computing the amount of Financial Aid earned by a student for a particular term. Provided by OUC. Not being used at this time. The date to be used as the deadline for term activation in a given term. The date appears by default from the Academic Career Table page. The deadline can be modified on the Term Table, but must be equal to or after the Term Start and before the Term End date. CUNY Value: Date by which program/plan changes must be made to be effective for the term (e.g., for tuition calculation). Set to census Form A cutoff date. The Begin and End dates for availability of this term in Self Service for Enrollment & Shopping Cart and Student Planner. These dates enables students to access the enrollment appointments and self-service enrollment for the term. Note: For the configuration as a default, always enter 01/01/1901 for the What-If Report Begin and End dates fields. This Academic Advisement functionality is not available at this time.

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SR Reference Guide Session Table At least one session must be created for every term. A session is a time frame within a term in which a college holds classes.

The following table describes the fields on the Session Table page of the Term/Session component. Field Session Enrollment Control Session Holiday Schedule

Use Dynamic Class Dates Begin and End Dates

First Date/Last Date to Enroll

Field Description The code entered here determines the Session Type. Session Type may be nd “Regular Academic Session,” “Winter Session”, or “2 Session” The Enrollment Control Session limits the number of units a student can take for all sessions within a term. Before terms and sessions can be created, the Holiday Schedule must already have been created. Note: The Holiday Schedule will be set up and maintained by the University Registrar (Central Office) even though it is shared with HCM. Currently not in use at CUNY Enter the default begin and end date for classes offered in the session. When user defines class sections, the system migrates the session Begin and End dates to the class start and end dates on the Basic Data page of the Schedule New Course component. User can override these dates for the class section. Note: The system does not validate against term begin and end dates. Session begins and end dates can extend beyond the boundaries of the term begin and end dates. Enter the first and last dates on which students can enroll in classes for the specified session. The enrollment engine prevents students from enrolling in classes before the date that user specifies. Note: The first date to enroll must be on or before the start date of the first enrollment appointment within the session. The last date to enroll must be on or after the end date of the last enrollment appointment within the session.

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Field Open Enrollment Date Last Date for Wait List Weeks of Instruction

Census Date

Sixty Percent Point in Time

Facility Assignment Run Date

SR Reference Guide Field Description The date on which students can perform enrollment functions in this session, term and academic career combination without having an enrollment appointment. The final date on which a student can be entered on a wait list for the session. The standard number of weeks of instruction for classes offered in the session. This value is used to calculate faculty workload. Financial Aid uses this value when building terms and projections. The cutoff date for census statistics for this session. CUNY: Last day to drop for 25% tuition refund (Census Date - Form-A cutoff); Last day to drop without the grade of "W" Enter the date on which the term is 60 percent complete. The system uses this date when computing refunds for students. CUNY: Office of University Controller determines this date. Enter the run date of the facility assignment. Informational only

Session Time Periods Use the Session Time Periods page to enforce deadlines for performing enrollment access functions. For example, a deadline can be given for “End of First Week,” enforcing that date as the last date an advisor can enroll students in classes. These time periods are used when defining add/drop security (Set Up SACR > Security > Secure Student Administration > Setup > Enrollment Security Table)

Only one time period in the session is active at a time. The following table describes the fields on the Session Time Periods tab of the Term/Session component. Field Time Period

Field Description Period of time for enrollment security to secure access to various enrollment functions. CUNY Values: managed by the office of University Registrar Last Updated: October 30, 2013| Page: 169

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End Date

• 100 – End of Pre-Registration: first day of classes • 110 – End of First Week • 120 – End of Second Week • 140 - End of Add/Drop • 160 – End of Withdrawal Period • 300 – End of Term: last day of exams • 400 – End of Grading Period The last day a particular enrollment function can be accessed.

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Chapter 3 – Set Up and Maintain Academic/COA Calendars Academic Calendars define the deadlines and landmark dates that drive much of the day-to-day business at the college. Each Academic Calendar contains important landmark dates such as cancel, withdrawal and drop deadlines that impact related business processes (such as class enrollment, tuition refunds, and statistical reporting). All modules in Campus Solutions use the Academic Calendar dates in many of their business processes.

Chapter Objectives Upon completion of this chapter, learners will be able to: • • • • Note: •

•

Add/update a term and its sessions to an Academic Calendar set deadlines and landmark dates for terms in the Academic Calendar set deadline dates for sessions in the Academic Calendar View and update certification of Attendance roster setup.

A term or session must first be created in the Term/ Session Table before Academic Calendar values can be set for that term or session. A uniform University academic calendar is recommended by the Council of Registrars for approval by the Chancellor or Chancellor’s Designee who will distribute the calendar. Kingsborough, LaGuardia, and the CUNY Law School develop individual calendars that are presented to the Chancellor or Chancellor’s Designee for approval.

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Topic 1:

Add/Update Academic Calendars

A separate Academic Calendar is created for each distinct combination of Academic Institution (college) and Academic Career (i.e.: Baruch Undergraduate, Queens College Graduate, etc.) The Academic Calendar component can be found by navigating to Set Up SACR > Foundation Tables > Term Setup > Academic Calendar

Step Summary 1. 2. 3. 4. 5. 6. 7. 8. 9. 10.

Navigate to the Academic Calendar component. Enter search criteria. Select the desired Academic Calendar from the search results. Add a new row on the Term Calendar 2 page. Select term to be added to the Academic Calendar. Set landmark dates for selected term on Term Calendar pages. Select a session within this term on the Session Calendar 1 page. Set landmark dates for selected session on Session Calendar pages. Add a new row and repeat steps 7 and 8 for any additional sessions in term. Save.

Detailed Information Use the Find and Existing Value page to search for the desired Academic Calendar.

The selected Academic Calendar appears on the screen, consisting of six pages, each of which is discussed below. Term Calendar 1 The first page of Academic Calendar specifies the Academic Institution and Academic Career which define that specific calendar (example: Queens College, Undergraduate). This is the key information to which all the remaining pages refer.

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Term Calendar 2 The Term Calendar 2 page contains a separate row for each term within this Academic Calendar. Add a New Row, and then use the lookup tool to select the term to be added to the Academic Calendar.

The selected term is added to the Academic Calendar. We can now enter the Cancel and Withdrawal deadlines for this term. Note: Dates on this page are informational only and are not required. When a term withdrawal or cancellation is performed, the system uses dates defined for the session (on the Session Calendar 1 page), not those defined here for the term.

The following table describes the fields on the Term Calendar 2 page of the Academic Calendar component. Cancel Group Field Name

Field Definition

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Field Name Deadline

SR Reference Guide Field Definition The last date on which students within the specified academic career can cancel their entire enrollment in a class for this session. Penalty grades are not assigned to cancellations.

Reason

CUNY Value: Last day to drop for 100% tuition refund The reason value that user wants the Student Records Term Withdrawal process to assign to impacted student enrollment records. CUNY Value: Student Request

Withdraw without Penalty group: Field Name Deadline

Reason

Field Definition The last date on which students within the specified academic career can withdraw from a class within this session without any grade point average (GPA) penalty. CUNY Value: Last day to drop for 25% tuition refund (Census Date - Form-A cutoff); Last day to drop without the grade of "W" The reason value that user wants the Student Records Term Withdrawal process to assign to impacted student enrollment records. CUNY Value: Student Request

Withdraw with Penalty group: Field Name Deadline

Grd Basis (Grading Basis)

Grade

Field Definition The last date on which students within the specified academic career can withdraw from a class within this session with penalty. CUNY Value: End of Course Withdrawal period; Last day to drop with the grade of "W" The grading basis from which user wants to choose the withdraw-with-penalty grade. CUNY Value: GRD The grade that students within the specified academic career receive for a class within this session if the student withdraws after the withdraw-without-penalty deadline but on or before the withdraw-with-penalty deadline. CUNY Value: W

Note: Dates on this page are informational only and are not required. When a term withdrawal or cancellation is performed, the system uses dates defined for the session (on the Session Calendar 1 page), not those defined here for the term.

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SR Reference Guide Term Calendar 3 On the Term Calendar 3 page, set up term landmark dates for students, who are active, in the specified term for the specified academic career. These landmark dates are for class enrollment, graduation, statistical reporting, and transcript purposes.

The following table describes the fields on the Term Calendar 3 tab of the Academic Calendar component. Field Name Confer Date

Census Date

Fully Enrolled Date (Required)

Show Enrollment on Transcript (Required)

Show Statistics on Transcript (Required) Fully Graded Date (Required) Student Attribute Value for Cohort

Field Definition The degree conferral date that the system uses for students who are active in the specified term for the specified academic career and are graduating at the end of the specified term. The official cutoff date for census statistics for the term. CUNY Value: Same as Census date The date on which the students who are active in the specified term for the specified academic career are considered fully enrolled in the specified term. CUNY Value: Same as Census date The date on which the in-progress enrollment appears on transcripts for students who are active in the specified term for the specified academic career. CUNY Value: Same as Enrollment start date The date on which academic statistics appear on transcripts for students who are active in the specified term for the specified academic career. The date on which the system considers a student fully graded. May be available for use in the future; this function would enable association of individual students who, for example, are pursuing a unique program concurrently.

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SR Reference Guide Term Calendar 4 Term Calendar 4 tab establishes the range of dates (Start and End dates) for graduation applications within a term.

Example:

The following table describes the fields on the Term Calendar 4 tab of the Academic Calendar component. Field Range Start/End Date Graduation Instructions

Field Description First and last dates for Graduation applications for the term. Free format field for graduation instructions.

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SR Reference Guide Session Calendar 1 Session Calendar 1 establishes deadlines for cancellation or withdrawal from courses for all sessions within a term. Use the lookup tool (magnifying glass) to select a session for which deadlines are to set.

Note: The system uses the dates entered in this page, NOT the values entered on the Term Calendar 2 page, when processing a cancellation or withdrawal. Dates entered on the Term Calendar 2 page are for informational purposes only.

The following table describes the fields on the Session Calendar 1 page of the Academic Calendar component. Cancel group: Field Name Deadline

Reason

Field Definition The last date on which students within the specified academic career can cancel their enrollment in a class for this session. CUNY Value: Last day to drop for 100% tuition refund The reason value that user wants the Student Records Term Withdrawal process to assign to impacted student enrollment records. Available values are: CUNY Value: Student Request

Withdraw without Penalty group:

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Field Name Deadline

Reason

SR Reference Guide Field Definition The last date on which students within the specified academic career can withdraw from a class within this session without any grade point average (GPA) penalty. CUNY Value: Last day to drop for 25% tuition refund (Census Date - Form-A cutoff); Last day to drop without the grade of "W" The reason value that user wants the Student Records Term Withdrawal process to assign to impacted student enrollment records. Available values are: CUNY Value: Student Request

Withdraw with Penalty group: Field Name Deadline

Grd Basis (Grading Basis)

Grade

Field Definition Enter the last date on which students within the specified academic career can withdraw from a class within this session with penalty. If a student withdraws from the class after the withdraw-without-penalty deadline but on or before the withdrawwith-penalty deadline, the class appears on the student's transcripts and affects the student's GPA in proportion to the value of the withdraw-with-penalty grade. CUNY Value: End of Course Withdrawal period; Last day to drop with the grade of "W" Enter the grading basis from which user wants to choose the withdraw-with-penalty grade. CUNY Value: GRD Enter the grade that students within the specified academic career receive for a class within this session if the student withdraws after the withdraw-without-penalty deadline but on or before the withdraw-with-penalty deadline. CUNY Value: W

Withdraw with Greater Penalty group: (Currently not in use at CUNY) Field Name Field Definition Deadline The last date on which students within the specified academic career can withdraw from a class within this session with greater penalty. If a student withdraws from the class after the withdraw-with-penalty deadline but on or before the withdraw-withgreater-penalty deadline, the class appears on the student's transcripts and affects the student's GPA in proportion to the value of the withdraw-with-greater-penalty grade. Grd Basis (Grading Basis) The grading basis from which user wants to choose the withdraw-with-greater penalty grade Grade The grade that students within the specified academic career receive for a class within this session if they withdraw from the class after the withdraw-with-penalty deadline but on or before the withdraw-with-greater-penalty deadline. Session Calendar 2 Establishes deadlines for students to drop a course within a session

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The following table describes the fields on the Session Calendar 2 page of the Academic Calendar component. Drop (Delete Record) group: Field Name Deadline

Fully Enrolled Date

Drop (Retain Record) group: Field Name Deadline

Reason

Field Definition The last date on which students within the specified academic career can drop a class within the specified session and have their enrollment record for the class deleted from the student enrollment table. The date on which the students who are active in the specified session for the specified academic career are considered fully enrolled in the specified session.

Field Definition The last date on which students within the specified academic career can drop from a class within the specified session without having the class appear as a drop on their transcripts and without any GPA penalty. Select the default reason for the class drop. User can modify these translate values CUNY Value: Student Request

Drop with Penalty group: Field Name Deadline

Grd Basis (Grading Basis)

Grade

Field Definition Enter the last date on which students within the specified academic career can drop a class within the specified session without having any GPA penalty. If a student drops the class after the drop-and-retain-record deadline but on or before the dropwith-penalty deadline, the system retains the student's enrollment record, leaves the record as enrolled status, and assigns the drop-with-penalty grade that user specifies on this page. The refund impact is based upon the refund dates and periods as defined within Student Financials. Enter the grading basis from which user wants to choose the drop-with-penalty grade CUNY Value: GRD Enter the penalty grade that students within the specified academic career receive for a class within the specified session if they drop the class after the drop-andretain-record deadline but on or before the drop-with-penalty deadline. Last Updated: October 30, 2013| Page: 179

SR Reference Guide CUNY Value: W Drop with Greater Penalty group: (Currently not in use at CUNY) Field Name Field Definition Deadline To specify a greater level of penalty, enter the last date on which students within the specified academic career can drop a class within the specified session without greater penalty. If a student drops the class after the drop-with-penalty deadline but on or before the drop-with-greater-penalty deadline, the system retains the student's enrollment record, leaves the record as enrolled status, and assigns the drop-withgreater-penalty grade that user specifies on this page. The refund impact is based upon the refund dates and periods as defined within Student Financials. Grd Basis (Grading Basis) Enter the grading basis from which user wants to choose the drop-with-greaterpenalty grade. Grade Enter the grade that students within the specified academic career receive for a class within the specified session if they drop the class after the drop-with-penalty deadline but on or before the drop-with-greater-penalty deadline.

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Topic 2:

Add/Update Certification of Attendance Rosters Dates

The term dates that control when the rosters are available/viewable in faculty self-service are controlled by a setup table. Since multiple sessions may occur in a term, session is considered when allowing access to the commencement of attendance rosters. The Verification Rosters Setup component can be found by navigating to: CUNY > Campus Solutions > CS Extensions > CUNY COA Roster > Certification Rosters Setup.

Step Summary 1. 2. 3. 4. 5. 6.

Navigate to the Verification Rosters Setup component. Enter institution, career, and term for verification of enrollment. Select the appropriate session. Enter From/To term dates when the rosters are available / viewable in faculty self-service. Add row(s) as needed. Save.

Detailed Information Enter or lookup values for Institution, Career, Term and Session or use Add a New value tab to define COA roster dates for new term/session.

Click the Search button and select the career for which setup needs to be performed. Enter/update dates as needed use add a new row icon to define COA dates for multiple sessions in a term.

The following table describes the fields on the Verification of Enrollment Rosters Setup page. Field Institution Career Term Session

Field Description College for which the Verification of Enrollment Rosters needs to be setup. Academic Career (i.e.: Undergraduate, Graduate, Continuing Education) Academic Term for which rosters setup needs to be performed Academic Session within the selected term (i.e.: Regular, Winter)

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From Date / To Date

SR Reference Guide Enter From/To Dates when the rosters are available / viewable in faculty selfservice.

Click the save button to save the entered values.

Unit III: Course Catalog Unit Introduction The Course Catalog lists all of the courses that a CUNY college currently offers or may choose to offer in the future. The Course Catalog is a highly configurable component of CUNYfirst. Any aspect of a course may change over time and the Course Catalog can be updated as those changes are identified. At CUNY colleges, new courses are entered into the CUNYfirst Course Catalog after approval is obtained through the proper channels. Colleges receive new course information (title, description, units, grade bases, repeat rules, equivalent course groups, prerequisites, topics, course attributes, etc.) through the Chancellor’s Report. This information is then entered into the CUNYfirst Course Catalog. Courses that have been approved for a future release date but are not yet ready for enrollment can be created in the Course Catalog and kept invisible to the public until the appropriate time. The Course Catalog component uses effective dated rows to keep a history of changes made to all courses. CUNYfirst offers a variety of methods to structure and group Enrollment Requirements (pre and co-requisites) that may need to be shared among many courses. Enrollment Requirements encompass requisites based on a variety of factors including grade point average, units, courses, and much more. Data entered into the Course Catalog is automatically populated to the Schedule of Classes. This key feature of the Course Catalog saves data entry time when creating the Schedule of Classes.

Unit Objectives Upon completion of this course, learners will be able to: • • • • • • •

describe the Course Catalog create and modify Course Offerings create and modify Enrollment Requirements attach Enrollment Requirements to courses create and view Course Equivalency Groups browse and search the Course Catalog print the Course Catalog.

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Chapter 1 –Course Offerings The Course Catalog component contains four pages which are used to enter everything needed to create and modify a Course Offering, including course title, units, workload hours, components, description, topics, and requisites. In CUNYfirst, a course offering includes all aspects of a course. Data entered in course catalog will default into other areas of the CUNYfirst system, such as the Schedule of Classes.

Chapter Objectives Upon completion of this chapter, learners will be able to: • • • • • • •

Create a Course Offering Modify a Course Offering Create a Multi-Component Course Offering Create a Cross-Listed Course Offering Create a Variable Topic Course Offering Create a Remedial Course Offering Create a Variable Credit Course Offering

Once a course has moved through the CUNY’s administrative approval process, the appropriate course information must be identified on the pages described below. Following the entry of course catalog information, the catalog can be reviewed and validated by the Registrar and/or Academic Departments. Any aspect of a course catalog entry can be modified at any time.

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Topic 1:

Add/Update Course Offering

Once a new course has moved through the institution’s administrative approval process, the appropriate course information must be entered in CUNYfirst before it can be scheduled for a term. Following the entry of course catalog information, the catalog can be reviewed and validated by the Registrar and/or Academic Departments. Any aspect of a course catalog entry can be modified at any time. The Create a Course Offering component can be found by navigating to Curriculum Management > Course Catalog > Course Catalog.

Step Summary: 1. Search the Course Catalog to find the appropriate course or Click Add a New Value in the Course Catalog page to Add a ‘NEW’ course to the system. a. If updating an existing catalog entry, use View All to preview all records and Include History to update information for the selected catalog entry. b. If creating a new catalog entry, retain the existing Course ID field (000000). CUNYfirst will generate a unique ID when the information is saved. 2. Define the course title, description, units, grade bases, repeat rules, attach requirement designations, equivalent course groups, topics, and course attributes on the Catalog Data Page. 3. Define the course offering number, catalog number, subject area, academic organization, CIP and HEGIS codes, and on the Offerings Page. 4. Determine course components, final exam and room characteristics on the Components Page. 5. Click Save.

Detailed Information

The Add a New Value page

The following table describes the fields on the Add a New Value page of the Course Catalog component. Field Course ID

Field Description This numeric value is automatically generated by the system when a Course Offering is saved. Although this number can be modified, end users should NOT change this value. To do so will have a negative impact on the entire system. Course ID numbers are generated across the CUNY system, so a series of new course catalog entries at a particular institution may not have sequential Course ID numbers.

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SR Reference Guide The Catalog Data page Use the Catalog Data Page to define the elements of a Course Offering.

The following table describes the fields on the Catalog Data page of the Course Catalog component.

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Field Effective Date

Status Description Long Course Title Long Description Course Units/Hours/Count Minimum Units

Maximum Units

SR Reference Guide Field Description The Effective Date designates the entry of the Course Offering. As modifications are made, a new row must be created with a new effective date. The system will then preserve the history of these changes. Status identifies a course as Active or Inactive. Select Active when the course is valid for the college. The description appears on items such as transcripts, advisement reports, study lists, course catalog, and the schedule of classes. The long course title appears in the Course Catalog report. The long description of the Course Offering appears in the Course Catalog. The minimum units (credits) available for the Course Offering. The minimum and maximum units are often the same, except for a variable unit class. For a Variable Unit class, the minimum and maximum units constitute a range and the administrator can select anything within that range. The maximum units (credits) for the Course Offering is automatically populated with the same number entered in Minimum units. This can be modified, as it must be in the case of a variable unit class. Note: When topics are entered for a course with a range of units, the first row will default to the Minimum Units while the second row (and any subsequent rows) will default to Maximum Units.

Academic Progress Units

Financial Aid Progress Units

Last Course of Mult Term Seq (Multi Term Sequence)

Enrollment Unit Load Calc Type (Calculation Type)

Course Count Course Contact Hours Grading Basis Course Grading Group Grade Roster Print

Users must manually change the first row to reflect the unit value in Maximum Units. Academic Progress Units for Course Offerings are automatically generated when minimum units are entered. The system uses academic progress units in conjunction with the billing factor to calculate billing units and, subsequently, per unit fees. The system also uses academic progress units to calculate academic load. Academic progress units are usually equal to the minimum/maximum units, except for a multi-term class. The Financial Aid Progress Units for a Course Offering are the same as “equated credit” from Legacy Systems. They represent the number of units for the course that the system counts towards tracking a student's financial aid Load for a term. This is automatically generated when minimum units are entered. This can be modified. Select this check box when Academic Progress Units are less than the Minimum Units for a Course Offering. For example, the academic progress units for the last course in a multi-term course will be less than the minimum units because the minimum units have been accumulating over the entire sequence. They are only granted after the student completes the last course. The value entered determines how the enrollment engine calculates the student's academic load. Though the default setting is Actual Units, all users must choose Academic Progress Units. This file is used for Academic Advising purposes. The course count indicates the worth, or count, of the course towards an advising requirement. The system populates this field by default from the Instructor Contact Hours page in the Schedule of Classes. Indicate the basis for grades, such as P/F, Audit, Graded, etc. The grading basis for individual class offerings can be overridden in the schedule of classes. This choice determines criteria for printing a roster. The options for Grade Roster Print are: Last Updated: October 30, 2013| Page: 186

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Graded Component Repeat for Credit Rules Group Repeat for Credit

Allow Multiple Enroll in Term Total Units Allowed Total Completion Allowed

• By Student: Grade rosters print for each student. • Component: Grade rosters print for the graded component of the course, which is specified on the Components page. • Instructor: Grade rosters print for the graded component of the course with a copy for each Instructor, primary or otherwise. • None: No grade rosters print for the course. The Graded component will populate based on values entered in the Grading Basis and Grade Roster Print fields. Select this check box to indicate that the class can be repeated for additional credit, as opposed to Repeating for grade improvement only. Select this check box to permit a student to enroll in this course multiple times within the same term. Indicates the Maximum Units allowed for the course when repeated for credit. Indicates Total Completion allowed for this course when repeated for credit

Additional Course Information Group Instructor Edit Instructor Edit Used to select how the system should prompt for instructor ID’s during class enrollment. • No Choice: For this option, the system makes the Instructor ID field on the Enrollment Request page unavailable and automatically assigns the instructor who is scheduled to teach the class, as indicated on the Schedule of Classes - Meetings page: Assignment tab. The student has no choice of instructor. o CUNY is using this option for All colleges • Class Instructor Edit: For this option, the system prompts the user with the Primary Instructors for the class, as defined on the Meetings page. This option can be used in courses where students can select one of several Primary instructors. • Instructor/Advisor Edit: For this option, the system prompts the user with the instructors available to teach this course, as defined on the Instructor/Advisor Table page. The system also makes the Instructor ID field on the Enrollment Request page unavailable for entry, and automatically assigns the instructor who is scheduled to teach the class, as indicated on the Meetings page. Add/Drop Consent: No Consent Enter if no special consent is required for a student to add or drop a class. Add/Drop Consent: Instructor or Enter if consent is required. Consent can be granted by using class permission Department numbers or student specific permissions. The consent requirement can be overridden in the enrollment process by setting an override permission option. Requirement Designation Requirement designation values have been derived from coupling the LEGACY SYSTEM ACAD LVL field and the LEGACY SYSTEM LIB ARTS indicator. They are used to indicate the course type and coding as Liberal Arts or Non Liberal Arts in the following areas: Compensatory, Developmental, Graduate, Laboratory, Massage, Remedial, and Regular. Only one requirement designation value per course can be used. This table is maintained by the Office of the University Registrar. Equivalent Course Group Equivalent course groups are defined on the Course Equivalencies page. On this page, courses can be added to a group of equivalent courses for requisite checking and degree progress requirement purposes. Course Attributes Group

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Course Attribute

Course Attribute Value

SR Reference Guide Course attributes are general characteristics of a course offering. These values have been derived from the LEGACY SYSTEM CPROG table. A course can have multiple course attributes, which include: College Now, Early College Initiative, Campus College Course, Field Work, ESL, Exchange program, Dissertation, Experimental Course, Grant/Contract Courses, Clinical, DayEvening, etc. For each Course attribute, a course attribute value must be selected. This table is maintained by the Office of the University Registrar.

Course Topics – Catalog Data page Use the Course Topics section, the last field area on the Catalog Data Page, to create data for courses with special topics. Click the Add a New Row icon to add new topics.

Course Topics Course Topic ID

Course attributes are general characteristics of a course offering. They display additional information about a course in the course catalog.

Description/Short Description/Formal Description

Enter the course topic title, short description, and formal description.

Topic Link ID

The system assigns a unique topic link ID number for each topic. The repeat checking process uses this number when determining if a topic was already taken. If a new effective-dated row is created for this course, the system carries over the topic link ID to the new effective-dated row. If the Override Topic Link ID check box was selected, the Topic Link ID field becomes available for edit. This selection enables users to link course topics within a course across effective-dated rows by giving them the same topic link ID. Since the repeat checking process uses the topic link ID, the process will view similar topics that have the same topic link ID as being identical.

Repeat for Credit

Select to allow students to repeat the topic for credit. If this check box is not selected, additional enrollment in the same topic is subject to the repeat rules set up in the Repeat Rule Table component.

Total Units Allowed and Total Repeats Allowed

If the Repeat for Credit check box is selected, the Total Units Allowed and Total Completions Allowed fields become available for entry. Enter the maximum number of units and course completions allowed for credit within the topic. If a value is entered in both fields, the system enforces the lower of the two limits.

The Offerings Page Use the Offerings Page to associate the Course Offering with a specific Academic Institution, Group, Subject, Organization, and Career. Other parameters can also be set, such as identifying Tuition Group and attaching an Enrollment Requirement Group. This page also enables approval of a course for official posting in the Course Catalog. The Offerings page is also used to create a Cross-Listed course.

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The following table describes the fields on the Offerings page of the Course Catalog component. Field Course Offering Course Offering Number Catalog Nbr (Number) Academic Institution Academic Group Subject Area Campus Academic Organization Academic Career Course Typically Offered

Tuition Group Dynamic Class Date Rule Allow OEE Enrollment Course Approved Allow Course to be Scheduled

Field Description This number can be generated by the system or created by the registrar for sequencing. This is the course number that has been associated with the course by the institution, such as English 101, Math 10, etc. Indicates the specific college within the CUNY system. Indicates academic unit or department within the institution. Indicates the subject/course discipline. Typically, the CUNY Campus field is Main. The system populates this field by default from the Academic Organization linked to the subject. The academic level of the course, such as undergraduate, graduate, professional, etc. Indicates the term(s) in which the Course Offering will be available for enrollment. The drop down box will hold values configured by each campus. Campuses should populate this field, since they are displayed in Self-Service and will be helpful for students to use in their planner. This field is used to assign additional fees to a specific group of students. This field is not being used by CUNY at this time. This field is not being used by CUNY at this time. Indicates course approval by the registrar and academic department. Select this check box to allow the course to be scheduled for a term. Last Updated: October 30, 2013| Page: 189

SR Reference Guide Catalog Print Print Instructor in Schedule Schedule Print Schedule Term Role Use Blind Grading GL Interface required Split Ownership Enrollment Requirement Group Requirement Group Taxonomy CIP Code HEGIS Code

Select to display the Course Offering in the course catalog report. Select to display all of the assigned instructors’ names in the Schedule of Classes report. Select to display the Course Offering in the schedule of classes. The system selects this check box by default. Select to enable the prior term copy function for this Course Offering. Select to enable grade rosters for blind grading. The system populates this field by default from the Academic Subject Table page. Select to include this class in the GL Interface process. Select if multiple academic organizations own the course. If box is selected, the Owner group box becomes available for entry. If relevant, select the requirement group that will link the appropriate requisites (pre/co) to this course. Classification of Instructional Programs code Higher Education General Information Survey code

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SR Reference Guide The Components page Use this page to define and add course components (such as Lecture, Lab or Seminar) and their attributes for this Course Offering.

In order to add additional components, click the Add a New Row icon and enter the relevant data for each component (lab, tutorial, etc.). The following table describes the fields on the Components page of the Course Catalog component. Field Course Component Course Component Instructor Contact Hours Default Section Size Workload Hours OEE Workload Hours Final Exam Provider for Authentication

Field Description Indicates the various elements of a course, such as lecture, lab, seminar, etc. One course offering can have multiple components. Enter the contact hours for the instructor teaching this component of the course. This field is used to populate the requested room capacity field and the enrollment capacity field. This field is used to track instructor workload based on course component. This field is used to track instructor workload based on course component OEE workload hours. Use to indicate whether a final exam is administered in this course. If this course uses a learning management system (LMS) requiring self-service user authentication, and the Provider for Authentication has not been set on the Last Updated: October 30, 2013| Page: 191

LMS Extract File Type

Auto Create Graded Component Primary Component Optional Component Generate Class Mtg Attendance (Meeting Attendance) Course Attendance Instruction Mode Attendance Type Use Present Use Reason Use Tardy Use Left Early Use Contact Min Use to and from time

Override Template date/time

Room Characteristics Room Characteristic Quantity

SR Reference Guide Academic Institution 3 page, enter the provider here. The value entered here appears by default on the schedule of classes, but it can be overridden. If this field is left blank, the system uses the LMS file type from the Academic Institution 3 page. If a CUNY institution utilizes the LMS interoperability feature, enter the LMS file type for the interface. The value entered here appears by default in the schedule of classes, but it can be overridden. If this field is left blank, the system uses the LMS file type from the Academic Institution 3 page. Select for each component to have the system automatically create that component of the course in the Schedule of Classes. The Graded component will populate based on values entered in the Grading Basis and Grade Roster Print fields. Select whether this is the primary component of the course. If selected, the system will not require that students enroll in this component. If this is not selected the system will require that students enroll in the component. Select this field to have the system generate attendance rosters for all classes

The instruction mode indicates which teaching method a particular course component employs: The available options here will correspond with the Course Component. Select to have a Present check box on the attendance rosters. Select to have a Reason field on the attendance rosters. The reason field can be used to describe why a student is present, tardy, leaves early, etc. Select to have a Tardy field on the attendance rosters. Select to have a Left Early field on the attendance rosters. Select to have a Contact Minutes field on the attendance rosters. Select to have a To and From Time field on the attendance rosters, to designate the start and end time of a class meeting. The system determines this value based on the class-meeting pattern that institution has selected in the Schedule of Classes. Select to have an Attendance Date field on the attendance rosters. The attendance date, from time, and to time values that appear on the attendance rosters can be overridden. Indicates type of room required, such as studio, lab, etc. Indicates the number of such rooms required.

The GL Interface Page The GL Interface Page maps courses as course item types to specific general ledger accounts. The information required for this page will originate in the Controller’s office. Note: The GL Interface page is not currently being used and is included here for information purposes only.

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Topic 2:

Create a Multi-Component Course

Many course offerings contain multiple components. Common examples include courses that offer both a lecture and a laboratory component. Creating multi-component courses involves the same steps as in Create a Course Offering, with additional component information added on the Components Page. The Create a Course Offering component can be found by navigating to Curriculum Management > Course Catalog > Course Catalog.

Step Summary: 1. Search the Course Catalog to find the appropriate course or Click Add a New Value in the Course Catalog page to Add a ‘NEW’ course to the system. a. If creating a new catalog entry, retain the existing Course ID field (000000). CUNYfirst will generate a unique ID when the information is saved. 2. Define the course title, description, units, grade bases, repeat rules, equivalent course groups, topics, and course attributes on the Catalog Data Page. 3. Define the course offering number, catalog number, subject area, academic organization, CIP and HEGIS codes, and attach requirement designations on the Offerings Page. 4. Determine course components, final exam and room characteristics on the Components Page. 5. The GL Interface Page is not being used at this time. Its purpose is to map courses as course item types to specific general ledger accounts. 6. On the Components page, click the Add a New Row icon to add additional components to this course offering. 7. Select the appropriate component from the pull-down menu. 8. Enter the appropriate data for that component (contact hours, class size, final exam, etc.) 9. Check Auto Create in order to have this component show in the Schedule of Classes. 10. Click Save.

Detailed Information The Components Page 1. Use this page to add multiple components to a course offering. On the Components page, click the Add a New Row icon to add additional components to this course offering. Use this page to define and add course components (such as Lecture, Lab or Seminar)

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Topic 3:

Create a Cross-Listed Course

Cross-Listed courses share course content and course ID numbers, but have different subject and catalog numbers. These courses are equal for degree audit, requisite checking, and repeat rule processing purposes. Cross-Listed courses can be created using the same functionality needed to build Course Offerings. Note: There is no separate component for creating a Cross-Listed Course. They are built entirely within the Course Catalog component. Although the courses exist within the same record, each will appear in the course catalog in their distinct subject areas. The Create a Course Offering component can be found by navigating to Curriculum Management > Course Catalog > Course Catalog.

Step Summary: 1. Search the Course Catalog to find the appropriate course or Click Add a New Value in the Course Catalog page to Add a ‘NEW’ course to the system. a. If creating a new catalog entry, retain the existing Course ID field (000000). CUNYfirst will generate a unique ID when the information is saved. 2. Define the course title, description, units, grade bases, repeat rules, equivalent course groups, topics, and course attributes on the Catalog Data Page. 3. Define the course offering number, catalog number, subject area, academic organization, CIP and HEGIS codes, and attach requirement designations on the Offerings Page. 4. Determine course components, final exam and room characteristics on the Components Page. 5. Click the Add a New Row icon on the Catalog Data page. A record of the new course entry will be created using the effective dating functionality. 6. Navigate to the Offerings Page. 7. Click the Add a New Row icon. The system will generate a Course Offering number of “2” for this entry. 8. Enter the information relevant to the Cross-Listed Course. 9. Click Save.

Detailed Information Offerings Page – First Cross-Listed Course: (Offering #1: AFST 3112)

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SR Reference Guide Offerings Page – Second Cross-Listed Course: (Offering #2: SOC 3112)

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Topic 4:

Create a Variable Topic Course

Variable Topic Courses are courses which offer different course content in various semesters. These courses are commonly set up with the Repeat for Credit option, which allows students to repeat the course and earn additional credit. Note: The Repeat for Credit option is also available for each topic individually (if the colleges allows students to receive additional credit even if the topic is same) in the Course Topic Tab. The Create a Course Offering component can be found by navigating to Curriculum Management > Course Catalog > Course Catalog.

Step Summary: 1. Search the Course Catalog to find the appropriate course or Click Add a New Value in the Course Catalog page to Add a ‘NEW’ course to the system. a. If creating a new catalog entry, retain the existing Course ID field (000000). CUNYfirst will generate a unique ID when the information is saved. 2. Define the course title, description, units, grade bases, repeat rules, equivalent course groups, topics, and course attributes on the Catalog Data Page. 3. Define the course offering number, catalog number, subject area, academic organization, CIP and HEGIS codes, and attach requirement designations on the Offerings Page. 4. Determine course components, final exam and room characteristics on the Components Page. 5. Check the Repeat for Credit checkbox on the Catalog Data page, if applicable (see next page for image). 6. On the Description Tab, enter the Course Topic ID and Descriptions. 7. On the Repeat for Credit Tab, check the Repeat for Credit checkbox, if applicable. Enter Total Units (credits) allowed and total completions (how many times this topic can be taken).

Detailed Information Catalog Data Page- Course Topics section The last field area on the Catalog Data Page, to create data for courses with special topics. Click the Add a New Row icon to add new topics. Description Tab

Repeat for Credit Tab

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Field Course Topic ID

SR Reference Guide Field Description Course attributes are general characteristics of a course offering. They display additional information about a course in the course catalog.

Description/Short Description/Formal Description

Enter the course topic title, short description, and formal description.

Topic Link ID

The system assigns a unique topic link ID number for each topic. The repeat checking process uses this number when determining if a topic was already taken. If a new effective-dated row is created for this course, the system carries over the topic link ID to the new effective-dated row. If the Override Topic Link ID check box was selected, the Topic Link ID field becomes available for edit. This selection enables users to link course topics within a course across effective-dated rows by giving them the same topic link ID. Since the repeat checking process uses the topic link ID, the process will view similar topics that have the same topic link ID as being identical.

Repeat for Credit

Select to allow students to repeat the topic for credit. If this check box is not selected, additional enrollment in the same topic is subject to the repeat rules set up in the Repeat Rule Table component.

Total Units Allowed and Total Repeats Allowed

If the Repeat for Credit check box is selected, the Total Units Allowed and Total Completions Allowed fields become available for entry. Enter the maximum number of units and course completions allowed for credit within the topic. If a value is entered in both fields, the system enforces the lower of the two limits.

Catalog Data Page – Repeat for Credit Rules Section

On the Repeat for Credit Tab, check the Repeat for Credit checkbox, if applicable. Enter Total Units (credits) allowed and total completions (how many times this topic can be taken). Field Repeat for Credit Allow Multiple Enroll in Term Total Units Allowed Total Completion Allowed

Field Description Select this check box to indicate that the class can be repeated for additional credit, as opposed to Repeating for grade improvement only. Select this check box to permit a student to enroll in this course multiple times within the same term. Indicates the Maximum Units allowed for the course when repeated for credit. Indicates Total Completion allowed for this course when repeated for credit

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Topic 5:

Create/Update Themes/Topic for Learning Community Courses

Multiple topics can be set up at the Course level and can be selected from the Course Topic dropdown when scheduling classes or entered on the specific class section The Create a Course Offering component can be found by navigating to Curriculum Management > Course Catalog > Course Catalog.

Step Summary: 1. Search the Course Catalog to find the appropriate course or Click Add a New Value in the Course Catalog page to Add a ‘NEW’ course to the system. a. If creating a new catalog entry, retain the existing Course ID field (000000). CUNYfirst will generate a unique ID when the information is saved. 2. Define the course title, description, units, grade bases, repeat rules, equivalent course groups, topics, and course attributes on the Catalog Data Page. 3. Define the course offering number, catalog number, subject area, academic organization, CIP and HEGIS codes, and attach requirement designations on the Offerings Page. 4. On the Description Tab, enter the Course Topic ID and Descriptions. 5. On the Repeat for Credit Tab, check the Repeat for Credit checkbox, if applicable. Enter Total Units (credits) allowed and total completions (how many times this topic can be taken).

Detailed Information Catalog Data Page- Course Topics section The last field area on the Catalog Data Page, to create data for courses with special topics. Click the Add a New Row icon to add new topics. Description Tab

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Topic 6:

Create a Remedial Course

A Remedial course offering – depending on the institution – may have different Course Units/Hours/Credits towards academic or financials. To change the amount of credit associated with a particular course. For example, one student enrolled in a remedial Math Course may not earn any credits towards credit required for graduation but may earn one or more credits towards Academic Load and or Financial Aid. Study may earn three credits while another student earns two credits. The Remedial Course Offering is set up in the Minimum/ Maximum Units fields on the Catalog Data Page. The Create a Course Offering component can be found by navigating to Curriculum Management > Course Catalog > Course Catalog.

Step Summary: 1. Search the Course Catalog to find the appropriate course or Click Add a New Value in the Course Catalog page to Add a ‘NEW’ course to the system. a. If creating a new catalog entry, retain the existing Course ID field (000000). CUNYfirst will generate a unique ID when the information is saved. 2. Define the course title, description, units, grade bases, repeat rules, equivalent course groups, topics, and course attributes on the Catalog Data Page. 3. Define the course offering number, catalog number, subject area, academic organization, CIP and HEGIS codes, and attach requirement designations on the Offerings Page. 4. Determine course components, final exam and room characteristics on the Components Page. 5. In the Course Units/Hours/Credit box on the Catalog Data page, enter the information appropriate to a Remedial course. For a Remedial Course Offering, note the distinction between Minimum/Maximum Units and Academic/Financial Aid Progress Units.

Detailed Information Catalog Data Page

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Topic 7:

Create a Variable Credit Course

A Variable Credit course allows the institution to change the amount of credit associated with a particular course. For example, one student enrolled in an Independent Study may earn three credits while another student earns two credits. The Variable Credit range is set up in the Minimum/ Maximum Units fields on the Catalog Data Page. The Create a Course Offering component can be found by navigating to Curriculum Management > Course Catalog > Course Catalog.

Step Summary: 1. Search the Course Catalog to find the appropriate course or Click Add a New Value in the Course Catalog page to Add a ‘NEW’ course to the system. a. If creating a new catalog entry, retain the existing Course ID field (000000). CUNYfirst will generate a unique ID when the information is saved. 2. Define the course title, description, units, grade bases, repeat rules, equivalent course groups, topics, and course attributes on the Catalog Data Page. 3. Define the course offering number, catalog number, subject area, academic organization, CIP and HEGIS codes, and attach requirement designations on the Offerings Page. 4. Determine course components, final exam and room characteristics on the Components Page. 5. In the Course Units/Hours/Credit box on the Catalog Data page, enter the information appropriate to a course. 6. Click Save.

Detailed Information The Catalog Data Page Note that the course below is an Independent Study, which also must be indicated in the Course Component field on the Component Page. Also note that the Repeat for Credit box is checked. This enables students to take more than one offering of this course. The Total Units/Completion Units are set high to allow maximum repetition

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SR Reference Guide

Chapter 2 – Enrollment Requirements Enrollment requisites are essentially requirements that can be assigned to courses, which students must meet in order to enroll. These requisites can be defined in two ways: As conditions that students must meet at the time of enrollment or as courses that students must have completed (or be enrolled in) at the time of enrollment. Enrollment Requirements specify the criteria that determines enrollment in courses. Often, there is more than one method for creating any particular course requirement. In Student Records, options for creating Enrollment Requirements include the following three components: • Enrollment Requirement Groups are used to create requirements (requisites) for specific courses or class reserve capacities. Enrollment Requirement Groups are attached to courses in the Course Catalog or Schedule of Classes. • Enrollment Requirements are used to build more complex requisites. Enrollment Requirements are also used to attach Course Lists as requisites to courses. • Course Lists are used for courses that are commonly grouped together as pre- or co-requisites. Course Lists are also used as an element in building more complex requisites.

Conditions One of the most basic types of requisites that can be assigned to a course is a condition that a student must meet at the time of enrollment, in order to be allowed into the course. It is possible to have more than one condition assigned to a course. The following describes the conditions that can be requested to be added to the courses from academic area: Academic Level: Indicate any restrictions on enrollment in courses, based on the Academic Level (i.e. freshman, senior) of the student. The system uses the Projected Academic Level of the student at the start of the term in its analysis of whether the student meets the condition. The Projected Academic Level is determined based on the student’s cumulative credits within their academic career, including all in‐progress units from previous terms. • Example 1: Only students whose academic level is equal to ‘senior’ can enroll in the course. • Example 2: Only students whose academic level is greater than ‘freshman’ can enroll in the course. Academic Program: Indicate a specific academic program in which the student must be active in order to be allowed into a course. • Example: Only undergraduate ‘UGRD’ students can enroll in the course. Academic Plan: Indicate a specific academic plan in which the student must be active in order to be allowed into a course. Academic plans include majors, minors, and certificates. (Note: If user indicates that a student must be in a specific plan, they do not need to include a program condition.) • Example: Only ‘Biological Sciences’ (BIO‐BS) majors can enroll in the course. Academic Sub‐Plan: Indicate a specific academic sub‐plan in which the student must be active in order to be allowed into a course. (Note: If user indicates that a student must be in a specific sub‐plan, they do not need to include a program or a plan condition.) • Example: Only students pursuing a Rehabilitation Science ‘Biological Science – Education Track’ (BIOBS‐ED) sub‐plan can enroll in the course. Cumulative Grade Point Average: Indicate any restrictions on course enrollment based on the student’s cumulative grade point average. • Example: The student’s overall GPA must be greater than ‘2.0’ in order to enroll in the course.

Pre‐Requisite and Co‐Requisite Courses There are two different types of course requisites: • •

Pre‐Requisite: A pre‐requisite is something that a student must complete (or be enrolled in for a previous term) before the start date of the desired class. By default, the system will include any ‘In‐Progress’ courses from a previous term as meeting the requisite. Co‐Requisite: A co‐requisite is something that a student can complete prior to, or at the same time as, the desired class. This means that if one course is a co‐requisite to another, students can enroll in both courses, simultaneously, within the same term – or could have already completed the course in a previous term, to meet the requisite. Last Updated: October 30, 2013| Page: 201

SR Reference Guide The most common types of enrollment requisites will be specific courses (or groups of courses) that students must have completed (or be enrolled in) to enroll in another course. The use of the logical connectors ‘AND’ and ‘OR’ can be used between multiple courses to create more complicated types of requisites. • Example 1: Complete MATH 0010 in order to enroll in MATH 0031. • Example 2: Complete both MATH 0010 AND MATH 0020 (in order to enroll in MATH 0031). • Example 3: Complete either MATH 0010 OR MATH 0020 (in order to enroll in MATH 0031). User can also specify a range of courses as an enrollment requisite, based upon subject area and catalog number. For example, wild card course of English 1###, where the range starts at any four‐digit English course beginning with 1. • Example : Complete any 1000‐level English course in order to enroll in ENGLIT 1350.

Important information regarding requisites •

•

•

In‐Progress Credit: The system will include in analysis and count any non‐graded courses, as well as any graded courses that are considered ‘in‐progress’ (i.e. INC grades). A course is considered in‐progress as soon as user enrolls. If user’s academic area wants to exclude in‐progress coursework as meeting requisites it is important to understand that students will not meet the requisite until an official grade is posted. Department/Instructor Consent vs. Requisites: The Office of the University Registrar places consent on the course catalog for thesis/dissertation, directed study, and independent study courses. The distinction between department consent and requisites is that a requisite prevents individuals who have not met the minimum requirements from entering the class; consent requires that all students receive “permission” from the department to enter into the course. Requisites should not be placed on courses that already require department/instructor consent, since the ‘permission’ will override the requisite. Requisites are for Graded Components Only: Requisites cannot be placed on non‐graded labs and recitations.

What to Avoid When Defining the Requisite Rules • •

Example 1: Suppose we are defining the pre‐requisite to GERMAN 0004; students must complete GERMAN 0003 before enrolling in GERMAN 0004. If GERMAN 0003 already has a pre‐requisite of GERMAN 0002, there is no need to indicate that both GERMAN 0002 and GERMAN 0003 are pre‐requisites to GERMAN 0004. Example 2: Avoid listing a course as both a pre‐requisite AND a co‐requisite. Remember that while a co‐requisite can be taken at the same time as the course that it is associated with, it could also have been completed in a previous term and still meet the requisite.

Naming Convention for Description and Line Items • • • • • • • • • •

PREQ – Pre‐Requisite CREQ – Co‐Requisite AREQ – Anti-Requisite CLIST – Course List PROG – Academic Program Condition PLAN – Academic Plan Condition SPLAN – Academic Sub‐Plan Condition CGPA – Cumulative GPA Condition ALVL – Academic Level Condition MINGRD – Minimum Grade Parameter

Chapter Objectives Upon completion of this chapter, learners will be able to: • • • •

create/update requisite program statuses. create/update tests for use in requisites. create/update student groups for use in requisites. create/update requisite conditions. Last Updated: October 30, 2013| Page: 202

SR Reference Guide • • • • • •

create/update entity groups for use in requisites. create/update enrollment requirement groups. create/update enrollment requirements. create/update enrollment course lists. create/update enrollment anti-requisites attach enrollment requirement group to a course.

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Topic 1:

Add/Update Requisite Program Status

The statuses that are defined on this component are considered valid for enrollment requisites using conditions that specify academic programs, plans, or sub-plans. The requisite checking process evaluates only programs, plans, or sub plans for which the student’s current (for the enrollment term) academic program status matches one of the statuses defined here. In most cases, users will need to define only one status here (ACTV). Note: Adding any other non-active program statuses allows requisite conditions based on academic program, plan and sub plans to be satisfied by non-active students. The Define Requisite Prog Status component can be found by navigating to Curriculum Management > Enrollment Requirements > Define Requisite Prog Status

Step Summary 1. Navigate to the Define Requisite Prog Status component. 2. Click Add a New Value (or search for an Existing value). 3. Enter or select Academic Institution 4. Enter/Update effective date and use 5. Click Save.

to add and remove program status

Detailed Information To update, enter or lookup value for Institution or use Add a New value tab to define values for an institution:

Use the Define Requisite Prog Status page to add/update valid program statuses with an effective date:

Field Effective Date Program Status

Field Description Enter the date for which the program status is effective for requisites. Enter the valid program statuses for the assigned effective date Use Add a row or delete a row icon to add additional Program Status

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SR Reference Guide

Topic 2:

Add/Update Tests for use in Requisites

Use this page to identify the tests and related data that user want to use in conditions in enrollment requirement groups and requirements. The Test IDs are already defined in the Test Tables component. Here, user is identifying which Test IDs and related data that they want to use in enrollment requisites Note: Tests defined in this component are saved with a requirement usage code of ENR. Users can retrieve such rows using this component only. The Define Tests for Requisites component can be found by navigating to Curriculum Management > Enrollment Requirements > Define Test for Requisite

Step Summary 1. Navigate to the Define Tests for Requisites component. 2. Click Add a New Value (or search for an Existing value). 3. Enter or select Academic Institution 4. Enter/Update effective date and use 5. Click Save.

to add and remove test id(s)

Detailed Information To update, enter or lookup value for Institution or use Add a New value tab to define values for an institution:

Use the Define Tests for Requisites page to add/update valid Test ID with an effective date, Processing Controls and Data Sources(s).

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SR Reference Guide Field Test ID

Status

Months Valid Test Score Method

Field Description Select the Test ID (such as AP, ACT, GMAT, or CAT) that user wants to use in enrollment requirement groups or enrollment requirements. The system displays values defined on the Test Tables page. This field is unavailable for entry unless they are in Add mode. Select the status of the report identifier. Values are: Active: Select when adding a new effective dated row. Inactive: Select only if the college is no longer using this set of test types. Enter the number of months for which a test score can be considered valid. An empty (blank) field is interpreted to mean that the test is always valid Select the test score method. Values are: Average of All Scores Taken: Select to have the enrollment engine average scores for a given test when it processes the test for a condition in an enrollment requirement or requirement group. o First Test Taken: Select to have the enrollment engine use the test score with the earliest date when it processes the test for a condition in an enrollment requirement or requirement group. o Highest Score: Select to have the enrollment engine use the highest score for a given test when it processes the test for a condition in an enrollment requirement or requirement group. o Last Test Taken: Select to have the enrollment engine use the score from the last test date taken when it processes the test for a condition in an enrollment requirement or requirement group. o Lowest Score: Select to have the enrollment engine use the lowest score for a given test when it processes the test for a condition in an enrollment requirement or requirement group. By default, this check box is cleared, which means that the user is unable to change this value for this test ID in the Enrollment Requirement, Enrolment Requirement Group, or Define Requisite Conditions component pages. o

Enable User to Override Method

Enable User to Override Months

Data Source

Select this check box if user wants to enable a user to change the Test Score Method field value on the enrollment requirement or enrollment requirement group components. This check box label is defined in the Message Catalog. User can change this label as needed By default, this check box is cleared, which means that the user is unable to change the Months Valid field value in the academic requirement or academic requirement group component pages. Select this check box if user wants to enable a user to change the Test Score Method field value on the Enrollment Requirement, Enrolment Requirement Group, or Define Requisite Conditions components. This check box label is defined in the Message Catalog. User can change this label as needed. Select one or more valid data sources (American College Testing, for example) for the test ID user is defining. This data sources will be considered as valid when processing a test score in an enrollment requirement or requirement group

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SR Reference Guide

Topic 3:

Add/Update Student Groups for use in Requisites

Use this page to identify the student group codes that user wants to use in conditions in enrollment requirement groups and requirements Note: Student groups that are defined in this component are saved with a requirement usage code of ENR The Define Requisite Student Groups component can be found by navigating to Curriculum Management > Enrollment Requirements > Define Requisite Student Groups

Step Summary 1. Navigate to the Define Requisite Student Groups component. 2. Click Add a New Value (or search for an Existing value). 3. Enter or select Academic Institution 4. Enter/Update effective date and use 5. Click Save.

to add and remove student group(s)

Detailed Information To update, enter or lookup value for Institution or use Add a New value tab to define values for an institution:

Use the Define Requisite Student Groups page to add/update valid Student Groups with an effective date.

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Field Effective Date Program Status

SR Reference Guide Field Description Enter the date for which the student groups are effective for requisites. Enter the valid student group or groups for the assigned effective date Use Add a row or delete a row icon to add additional Student Group(s)

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Topic 4:

Add/Update Requisite Conditions

When user wants to create an enrollment requisite that contains a condition, they select a value from the list of delivered "standard" condition codes (Cumulative Grade Point Average, for example). For example, they might set up a course prerequisite whose condition is that the student’s cumulative GPA is greater than 3.0. Requisite conditions enable users to create conditions that are more complex and then use those as conditions in an enrollment requirement or requirement group. They enable users to use multiple standard conditions (student group equals athlete and academic standing is good, for example), user programmable conditions (a milestone, for example), or a combination thereof. For example, users might set up a requisite condition whereby academic level must be less than sophomore and that the SAT math score must be greater than or equal to 650. A condition specification (requisite condition) is a condition that includes connector types, lines, process types, parameters, and controls. It can also be referenced by another requisite condition. Using Boolean logic, requisite conditions can be combined within a condition specification to create more complex requisite conditions. For example, user could create two requisite conditions, and then point to these from a third requisite condition. • Requisite condition #1 equals academic level = freshman and cum GPA>=2.0. • Requisite condition #2 equals sophomore and cum GPA>=2.5. • Requisite condition #3 equals requisite condition #1 OR requisite condition #2. The Define Requisite Conditions component can be found by navigating to Curriculum Management > Enrollment Requirements > Define Requisite Student Groups

Step Summary 1. 2. 3. 4.

Navigate to the Define Requisite Conditions component. Click Add a New Value (or search for an Existing value). Define Requisite Condition and Line Details with an effective date Click Save.

Detailed Information To update, enter or lookup value for Institution or use Add a New value tab to define values:

Use the Define Requisite Conditions page to create/update Requisite Conditions:

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SR Reference Guide

Field Condition Specification

Description

Short Description and Long Description Academic Institution Connector Type

Condition Line Sequence

Condition Process Type

Field Description This is an arbitrary number that is unique for each condition specification. User can use this condition specification as a condition in an enrollment requirement or enrollment requirement group Enter a description for the condition specification that user wants to establish. The description appears on the enrollment requisite (requirement group) summary, enrollment requirement summary, the enrollment advisement report, the requisite requirement report, and the reverse engineering report Enter descriptions for the condition specification that user wants to establish. These descriptions are used for documentation purposes only. Select the academic institution. Each condition specification is associated with only one academic institution Select the main connector type for this condition specification. Values are: None, AND, and OR. (None converts to AND.) The connector type indicates the Boolean operator to be used in the equation that contains the condition lines This number indicates the order in which the condition lines are evaluated. The condition line sequence number is automatically assigned, but can be overridden by the user. Select a condition process type. Values are: Standard Condition: Indicates that the condition is one of the delivered, standard conditions. This is the default field value. If user uses this type, then the condition Last Updated: October 30, 2013| Page: 210

SR Reference Guide code field is available. User Programmable Condition: Indicates that the condition is a user programmable condition. If user selects User Programmable Condition, the Condition Process Identifier field becomes available.

Condition Code

If user select the condition process type User Programmable Condition, and the condition process identifier of Milestone Check, then user is presented with additional fields. Use these to specify the details about the milestone for use in this dynamic condition. If user select the Condition Process Type field value of Standard Condition, then select one of the following delivered translate values: None: Indicates no field value. Academic Level: Indicates the year of study. For example, valid values include freshman and sophomore. This value is evaluated against the student based on whatever As of Date field value is specified at run time. Academic Plan: Indicates the area of study, for example, a major or minor within the academic program. Some plans are subdivided into sub-plans. Academic Plan and Primary Academic Plan reference the exact same plan when the student has one plan only. Academic Plans: Indicates that all of a student’s plans are part of the equation. Academic Program: Indicates the program of study to which a student applies and is admitted. Academic Program and Primary Academic Program reference the exact same program when the student has one program only. Academic Programs: Indicates that all of a student’s academic programs are part of the equation. Academic Standing: Indicates a student’s standing at the institution. For example, values might include good standing, probation, and dismissal. User can define values in the Academic Standing table. This value is evaluated against the student based on the as of date that user specifies at run time. Academic Sub-Plan: Indicates a further specialization within the academic plan. Academic Sub-Plans: Indicates that all of a student’s sub-plans are part of the equation. Cumulative Grade Point Average: A student’s cumulative grade point average (derived from the students’ term history cumulative statistics, in conjunction with the processing as of date). Dynamic Condition: Indicates a dynamic condition that has been previously created in the Define Dynamic Condition component. Primary Academic Plan: Indicates a student’s primary academic plan. The primary academic plan is designated by the lowest plan sequence number on the Student Plan page. For example, under a program of LAU, a student might have two plans, Psychology and Classics Minor. If Psychology has a plan sequence number of 10 and Classics Minor has a plan sequence number of 20, then Psychology is the primary academic plan. On the Student Plan page, student career number 0 is the primary career. Note: •

The primary academic plan is designated by the lowest plan sequence number on the Student Plan page, and the primary academic program is designated by the lowest career sequence number on the Student Last Updated: October 30, 2013| Page: 211

SR Reference Guide Program page. However, when a student has multiple programs (containing multiple plans), the primary academic plan is not necessarily the lowest plan sequence number under a given program, but it is that plan with the lowest plan sequence number under the program with the lowest student career number. o For example, under a program of Liberal Arts Undergraduate (attached to a student career number of 0), a student has a plan of Psychology with a plan sequence number of 10. The same student has a plan of Art with a plan sequence number of 10 under a program of Fine Arts Undergraduate (attached to a student career number of 1). Both plans have a plan sequence number of 10, but the plan under the program with the lowest career number is the primary plan. In this example, the primary plan is Psychology, which is tied to a student career number of 0 through the Liberal Arts Undergraduate program. Primary Academic Program: Indicates a student’s primary academic program. T he primary academic program is the program designated by lowest sequence career number. On the Student Program page, student career number 0 is the primary career. Student Group: Indicates a grouping of students. For example, values might include athlete and veteran. User can define values in the Student Group table. Student Groups: Indicates that all of the student groups containing a student are part of the equation. Test Score: Select to use a test score as a condition. If user selects this field value, the following additional fields appear: Test ID, Test Component, Condition Operator, Test Score, Months Valid, and Test Score Method. Months Valid and Test Score Method are editable according to the setup on the Define Tests for Advisement page. If user selects User Programmable Condition, the Condition Process Identifier field becomes available. Select the appropriate value for the condition process. The delivered values are: 0001 (Milestone Check), 0002 (Internal Degree Check), and 0003 (External Degree Check). Milestone Check verifies whether a milestone is completed, in progress, or not completed. Internal Degree Check verifies whether a student has received a degree from the home institution. External Degree Check verifies whether a student has received a degree from another institution.

Condition Operator

Note: U s e r can create additional condition process identifier field values in the Condition Processes table. Delivered field values are numbered from 1 through 500. Client-added values should be numbered above 500. Values are: Equal, Greater Than, Greater or Equal, In, Less Than, Less or Equal, Not Equal, and Not In. None is the same as Equal. The operators of In and Not In are for use with requisite entity groups and so are available only when user selects the following condition codes: Academic Plan, Academic Plans, Primary Academic Plan, Academic Program, Academic Programs, Primary Academic Program, Academic Sub Plan, Academic Sub Plans, Student Group, and Student Groups. If user selects the operator In or Not In, the Condition Data field prompts on requisite entity groups that user sets up using the Requisite Entity Groups component. Last Updated: October 30, 2013| Page: 212

SR Reference Guide Note A student with a null set of entities is always considered true for all plurals of that entity for both In and Not In because the null set is included in all entity groups and all entity group complements.

Condition Data Academic Institution Academic Career Academic Program Academic Plan Milestone

Milestone Complete

Operators are not used if the precondition is Dynamic Condition. If the precondition is Dynamic Condition, then select one of the dynamic conditions that user previously created in the Define Dynamic Condition component. The system prompts user with values based on their selections in the Condition Code and Condition Operator fields. If applicable, enter the academic institution. Each condition line detail is associated with only one academic institution If applicable, enter the academic career that contains the academic program that is associated with this condition line detail. If applicable, enter the academic program that is associated with this condition line detail. If applicable, enter the academic plan that is associated with this condition line detail. Enter the milestone that must be achieved to satisfy this condition line detail. For example, a milestone could be an audition, qualifying exam, or thesis. User defines milestones in the Milestone table. Select the appropriate milestone. Values are: None: Indicates that the field is not applicable. Completed: Indicates that the student must complete this milestone to satisfy the condition line detail. In Progress: Indicates that the student must be working towards completing the milestone to satisfy the condition line detail.

Not Completed: Indicates that the student must not have completed this milestone to satisfy the condition line detail. Milestone Level Enter the minimum level for this milestone. Some examples of milestone levels are honors, undergraduate, or graduate. Minimum Grade Points Enter the minimum grade points that are acceptable to complete this condition line detail. Milestone Title Enter a descriptive phase as the milestone title. Use this field for documentation purposes only. If the condition process type is User Programmable Condition and the condition process identifier selected is External Degree Check or Internal Degree Check, the user then must select a degree. Degree Enter the degree that must be obtained to satisfy the condition line If user selects the condition process type of standard condition and the condition code of Test Score, the appearance of the page changes. Test ID Select a Test ID from those defined on the Define Advisement Tests page Test Component The selection options are based on the Test ID selected Condition Operator

Test Score Months Valid

Test Score Method

Identifies what type of comparison is to be applied to the condition data. Possible condition operators include: None, Less or Equal, Greater or Equal, Equal, Greater Than, Less Than, and Not Equal. Enter a score required for the test component and condition operator selected. The value indicates the number of months for which a test score is valid. This field is available for editing based on the setup on the Define Tests for Advisement page Values are: Average of All Scores Taken: Select to have the advisement engine average scores when it processes the tests for a condition in an enrollment requirement or Last Updated: October 30, 2013| Page: 213

SR Reference Guide requirement group. First Test Taken: Select to have the advisement engine use the test score with the earliest date when it processes the tests for a condition in an enrollment requirement or requirement group. Highest Score: Select to have the advisement engine use the highest score for a given test when it processes the tests for a condition in an enrollment requirement or requirement group. Last Test Taken: Select to have the advisement engine use the score from the date of the last test taken when it processes the tests for a condition in an enrollment requirement or requirement group. Lowest Score: Select to have the advisement engine use the lowest score for a given test when it processes the tests for a condition in an enrollment requirement or requirement group. When user selects the Calculate Test Score check box, other fields become available so that user can define the details of the calculation to be performed when the dynamic condition is used in an enrollment requirement or enrollment requirement group. This field appears in the Condition Details group box only when the Calculate Test Test Component Taken Option Score check box is selected. Valid values are: Tests Taken on Different Dates and Tests Taken on Same Date. This field appears in the Condition Details group box only when the Calculate Test Test ID Score check box is selected. These prompt from the Test IDs defined on the Define Advisement Tests page This field appears in the Condition Details group box only when the Calculate Test Condition Operator Score check box is selected. Identifies what type of comparison is to be applied to the condition data. Possible condition operators include: None, Less or Equal, Greater or Equal, Equal, Greater Than, Less Than, and Not Equal. This field appears in the Condition Details group box only when the Calculate Test Calculation Method Score check box is selected. Valid values are: Average of the Components and Sum of the Components This field appears in the Condition Details group box only when the Calculate Test Score Required Score check box is selected. Enter a valid score required as it relates to the values selected in the preceding fields This field appears in the Condition Details group box only when the Calculate Test Months Valid Score check box is selected. This field is available for editing based on the setup on the Define Tests for Advisement page. The value indicates the number of months for which a test score is valid This field appears in the Condition Details group box only when the Calculate Test Test Score Method Score check box is selected. Values are: Average of All Scores Taken: Select to have the advisement engine average scores when it processes the tests for a condition in an enrollment requirement or requirement group. First Test Taken: Select to have the advisement engine use the test score with the earliest date when it processes the tests for a condition in an enrollment requirement or requirement group. Highest Score: Select to have the advisement engine use the highest score for a given test when it processes the tests for a condition in an enrollment requirement or requirement group. Last Test Taken: Select to have the advisement engine use the score from the date of the last test taken when it processes the tests for a condition in an enrollment requirement or requirement group. Lowest Score: Select to use the lowest score for a given test when tests for a Last Updated: October 30, 2013| Page: 214

SR Reference Guide condition in an enrollment requirement or requirement group are processed. Condition Line Sequence Test Component

Minimum Score

Appears by default, starting with the number 1. Each condition line must have a unique condition line sequence value This field appears in the Condition Lines group box only when the Calculate Test Score check box is selected. The selection options are based on the Test ID selected This field appears in the Condition Lines group box only when the Calculate Test Score check box is selected. Enter the minimum acceptable score for the test component identified for the condition line sequence

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Topic 5:

Add/Update Entity Groups for use in Requisites

Entity groups are similar items (programs, plans, sub plans, or student groups) that are grouped together to be used in a condition. An example is a requisite for a course that states a student must be enrolled in one of five plans from School/Division of Social Sciences to enroll in the course. To make this a simple condition, the five plans are placed into an entity group. When the condition is defined, it states that academic plans must be in the entity group. This allows for many similar objects to be grouped together for comparison. Note Entity groups that are defined in this component are saved with a requirement usage code of EN. The Define Requisite Entity Groups component can be found by navigating to Curriculum Management > Enrollment Requirements > Define Requisite Entity Groups

Step Summary 1. 2. 3. 4.

Navigate to the Define Requisite Entity Groups component. Click Add a New Value (or search for an Existing value). Define Entity Groups with an effective date Click Save.

Detailed Information To update, enter or lookup value for Institution or use Add a New value tab to define values:

Use the Define Requisite Entity Groups page to create/update entity groups:

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SR Reference Guide Field Effective Date Entity Group Academic Institution Description Entity Group Type

Field Description The latest effective date that user enters for the entity group is used during processing. Enter the valid student group or groups for the assigned effective date Use Add a row or delete a row icon to add additional Student Group(s) Select the academic institution. Each entity group is associated with only one academic institution. Enter a description for the entity group. The description appears in the enrollment requirement group and enrollment requirement summaries. Select the entity group type that indicates the type of items that are contained in the group. This field value determines what information appears in the Entity Group Item Detail group box. Program is the default value. Entity Group Item Detail: This group box lists the details (entities) in this requisite entity group. An entity group item number is a sequential line number that the system automatically assigns to each item in the entity group. User can override the number. The system automatically supplies the description.

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Topic 6:

Add/Update Enrollments Requirements Groups

Enrollment Requirement Groups are used to set course requirements for students. Enrollment Requirement Groups encompass requisites based on a variety of factors including grade point average, units, courses, and more. Enrollment Requirement Groups are also used for reserve capacity portions of classes, which is when seats are held for students who meet certain criteria. Reserve Capacity functionality is reviewed in the Schedule of Classes User Guide. Enrollment Requirements Groups may be shared among many courses. Once Enrollment Requirement Groups are attached to courses in the Course Catalog, they can still be overridden on a class-by-class basis in the Class Associations component of Schedule of Classes. Here is a high-level overview of how to create a simple enrollment requirement group or reserve capacity: 1. Create a description of the enrollment requirement group on the Course Requisite page. 2. Determine whether parameters such as minimum GPA, units, or number of courses are an attribute of the requirement on the Requisite Parameters page. 3. Enter any other parameters of the requisite such as a course, a range of courses, a student attribute (such as program or plan), and so on, on the Requisite Detail page. 4. Determine whether any course validation parameters exist for the requisite courses on the Requisite Detail Parameters page. 5. Attach the enrollment requirement group to a course offering on the Course Catalog - Offerings page (as a requisite); or attach the enrollment requirement group to a course on the Schedule of Classes - Reserve Cap (Schedule of Classes - Reserve Capacity) page (as a reserve capacity). The Enrollment Requirements Groups component can be found by navigating to Curriculum Management > Enrollment Requirements > Enrollment Requirements Groups

Step Summary 1. Click Find an Existing Value on the Enrollment Requirements Groups Page or Add a New Value 2. Create descriptions of the Enrollment Requirement Group on the Course Requisite Page. 3. Enter relevant parameters such as minimum GPA, units, or number of courses on the Requisite Parameters Page. 4. Enter any other parameters of the requisite such as a course, a range of courses, or a student attribute (such as program or plan), on the Requisite Detail Page. 5. Determine whether any course validation parameters exist for the requisite on the Requisite Detail Parameters page. Note: This topic instructs users in creating an enrollment requirement. To activate an enrollment requirement, it must be attached to a course.

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Detailed Information The Course Requisite page Use the Course Requisite page to enter the effective date, status, and descriptions. Also use this page to associate the requisite with an Academic Institution, Group and Subject Area.

The following table describes the fields on the Course Requisite page of the Enrollments Requirements Groups component. Field Requirement Group

Field Description This numeric value is automatically generated by the system once the Enrollment Requirement Group data is saved.

Effective Date

Indicates date of creation or modification of the Enrollment Requirement Group. The effective date must be equal to or less than the effective date of the course to which this course requisite is attached. In other words, an enrollment requirement will not successfully attach to a course with a later effective date. Indicates status as active or inactive. If a department decides to eliminate a particular enrollment requirement, the status can be changed from Active to Inactive.

Status

Description, Short Description, and Long Description Report Description and Report Long Description Enable Catalog Print Long Description Academic Institution Academic Group, Subject Area and Catalog Nbr (number)

Note: If user wants to inactivate an enrollment requirement group, they need to delete the number for that enrollment requirement group from each course to which it is attached on the Catalog Data page. Enter the description of an Enrollment Requirement Group. Description (30 characters) ; Short description (10 character) Enter a report description and long description for the enrollment requirement group to be used by the enrollment requirement checking processes When selected, the short description will be printed on the Course Catalog. Enter a longer description of the Enrollment Requirement Group. Indicates a specific college within the CUNY system The system does not include these values in the analysis of the requirement group. These values are helpful tools for searching the database for the appropriate requirement group to attach to a course. User may want to use these fields to signify the course to which the requisite is attached, or to specify department ownership of the requisite Last Updated: October 30, 2013| Page: 219

SR Reference Guide The Requisite Parameters Page Determine the parameters such as minimum GPA, units (credits), or number of courses that are attributes of the requirement.

The following table describes the fields on the Requisite Parameters page of the Enrollment Requirement Group component. Field Course Credit Parameters Minimum GPA Min Grade Points/Unit

Minimum Units Minimum Courses

Field Description The minimum GPA required. The system uses the minimum grade points per unit value as a filter in the requisite checking process. This is the minimum grade point that is required for any individual class selected to meet the requirement. The minimum units (Credits) required. The total minimum courses required for this requisite.

Detail Selection Parameters Connector Type: AND/OR

For enrollment requirement groups with more than one requisite detail line, select the appropriate connector type. The connector type indicates whether the student must meet all of the requirement line detail conditions (AND) or whether the student only needs to meet one of the requirement line details (OR). This value is used as the connector default on the Requisite Detail page when rows are inserted.

The Requisite Detail page This page defines parameters that fall within four distinct areas: courses (pre- and co-requisites), conditions (program or academic level), requirements (fulfilling course lists) and wild-cards (a range of options). Depending on the selection for Group Line Type, the fields below will change. All fields for each Group Line Type choice are defined in the tables below.

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To add multiple items to an Enrollment Requirement Group, click the Add a New Row icon and enter the appropriate information into the new fields. In order to view all items at once, click View All on the Group Line Type:

The following table describes the fields on the Requisite Detail page of the Enrollment Requirements Groups component. Fields for each Group Line Type choice are defined below. Field Group Line Type

Field Description

Refresh Parentheses

This button is available only when user adds a new detail line. Click this button to refresh the parentheses setting. U s e r cannot explicitly set parentheses to group detail rows. If the main connector type is AND, then the system automatically groups ORs Last Updated: October 30, 2013| Page: 221

SR Reference Guide together with parentheses. For example, if A or B and C or D is entered, then the implied statement is (A or B) and (C or D).

Line

Group Line Type

If the main connector type is OR, then the system automatically groups ANDs together with parentheses. For example, if A or B and C or D is entered, then the implied statement is A or (B and C) or D. The group line type number that is generated will determine the order in which the system evaluates the detail lines. User can change the number to change the evaluation order, but no two lines can have the same number. The four group line types are: Condition: Specifies allowable values of data elements that are associated with a student, for example, a condition of Academic Level. When user specifies a condition that they want to require in the Condition Code field, other fields appear that enable to complete the condition statement. If user selects the condition code Dynamic Condition, select a condition specification that was previously defined on the Define Requisite Conditions component. If user select the condition code Test Score, then they are presented with additional fields (Test ID, Test Component, Condition Operator, Test Score, Months Valid, and Test Score Method) based on the setup on the Define Tests for Requisites page. Course: Specific course a student must take to fulfill the requisite. Specify the course ID, and if user wants to allow equivalent courses to satisfy this requisite, select the Include Equivalent Courses check box for the system to include in its evaluation both the course ID that user specifies and all courses that are set up as equivalent to the selected course ID for this requirement. If user selects this check box, the following fields become unavailable: Term, Associated Class, and Topic ID. Clear this check box to further narrow their course parameters with the Term, Associated Class, and Topic ID fields. For example, they can specify not only the course ID, but also the term in which the specific course must be taken to fulfill the requisite. Requirement: Specifies individual required elements. User is prompted for the requirement number. They can enter an enrollment requirement number or an academic requirement number. Enrollment requirements are used to fulfill more complicated requirement rules and are created in the Enrollment Requirement component. Specify the enrollment requirement or academic requirement for this line in the Requirement field.

Report Description and Report Long Description

Include Equivalent Courses

Term

Wild Card Course: Specifies a range of courses based upon subject area and catalog number, for example, wild card course of English 1##, where the range starts at any three-digit English course beginning with 1. Specify as few or as many criteria as user wants using the Academic Group, Subject, and Catalog Nbr fields. Blank fields return all values. Enter a report description and long description for the requisite detail to be used by the enrollment requirement checking processes. If neither of the fields is populated, the enrollment requirement checking processes generate a default description based on the data on the page Select for the system to include in its evaluation both the course ID that user specifies and all courses that are set up as equivalent to the selected course ID for this requirement. If user selects this check box, the following fields become unavailable: Term, Associated Class, and Topic ID. Clear this check box to further narrow course parameters with the Term, Associated Class, and Topic ID fields. For example, user can specify not only the course ID, but also the term in which the specific course must be taken to fulfill the requisite. Enter the term in which the student must take the course that user specifies for the course to be used in this enrollment requirement group. Leave this field blank to Last Updated: October 30, 2013| Page: 222

Associated Class

Topic ID

Requisite Type

SR Reference Guide return all values. Enter the associated class number (of the course that user specifies) that the student must take for the course to be used in this enrollment requirement group. For class associations, indicate a term to prompt off valid values. Leave this field blank to return all values. Note: User cannot enter 9999, because this special associated class number can be associated with any other associated class number and is never an enrollment section Enter the topic ID (of the course that user specifies) that the student must take for the course to be used in this enrollment requirement group. This field prompts from the topics defined in the course catalog. Leave this field blank to return all values Specify whether this requirement line is a prerequisite or a co-requisite. A prerequisite is something that a student must complete before the start date of the desired class. If user uses an enrollment course list (as part of an enrollment requirement), they can allow in-progress coursework to fulfill prerequisites. A corequisite is something that a student can complete prior to, or at the same time as, the desired class. Conditions are always set up as prerequisites in the background. Students either meet the condition at the time of enrollment (which means that they currently have the required condition), or they do not

This table show the way the fields on this page change, depending on the group line type that user selects: Group Line Type Condition

Fields That Appear • Condition Code • Condition Operator • Condition Data

Fields That Are Hidden • Requisite Type • Course ID • Include Equivalent Courses • Term Note: The Condition Operator and • Associated Class Condition Data fields appear after user • Topic ID selects the condition code. • Requirement • Academic Group • Subject • Catalog Nbr • Test ID • Test Component • Condition Operator • Test Score • Months Valid • Test Score Method

Condition

If user selects a condition code of Dynamic Condition: Condition Data

• • • • • • • • • • • • • • • •

Requisite Type Course ID Include Equivalent Courses Term Associated Class Topic ID Requirement Academic Group Subject Catalog Nbr (catalog number) Test ID Test Component Condition Operator Test Score Months Valid Test Score Method

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Condition

If user selects a condition code of test score: • • • • • •

Test ID Test Component Condition Operator Test Score Months Valid Test Score Method

Course

• • • • •

Course ID Include Equivalent Courses Term Associated Class Topic ID

Wild Card Course

• Academic Group • Subject • Catalog Nbr

• • • • • • • • • •

SR Reference Guide Requisite Type Course ID Include Equivalent Courses Term Associated Class Topic ID Requirement Academic Group Subject Catalog Nbr (catalog number)

• • • • • • • • • • • •

Condition Code Condition Operator Condition Data Requirement Academic Group Subject Catalog Nbr Test ID Test Component Test Score Months Valid Test Score Method

• • • • • • • • • • • • • •

Course ID Include Equivalent Courses Term Associated Class Topic ID Condition Code Condition Operator Condition Data Requirement Test ID Test Component Test Score Months Valid Test Score Method

The Requisite Detail Parameters page This page determines any course validation parameters. Note: Data is only entered on this page when Group Line Type Course or Wild Card Course has been selected on the Requisite Detail Page. If the selected Group Line Type is Condition or Requirement, no data will be required on this page.

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The following table describes the fields on the Requisite Detail Parameters page when Course or Wild Card Course has been selected as the Group Line Type on the Requisite Detail Page. Field Course Validation Parameters Minimum Units Minimum Courses

Min Units/Course (minimum units per course)

Min Grade Points/Unit (minimum grade points per unit) Transfer Level Allowed

Requirement Designation

Valid Begin/End

Course must be GPA material

Field Description Enter the minimum units that are required for this requisite detail line. Enter the minimum number of courses that are required of the course or wild card course that user specifies. For example, if user sets this to 2, the system looks for at least two courses of the course or wild card course that user specifies. When the system finds at least two courses that match their requisite detail line, the requisite is satisfied. Enter the minimum units per course value to indicate the minimum number of units that a single course must be worth to be evaluated. For example, if user sets this to 3, the system picks up only courses that are worth three units or greater. If the system finds a course on the student’s record that matches the course on the Requisite Detail page, but it is only two units, the course will not be used to meet the requisite. Enter the minimum grade points per unit that each course must have to be used to satisfy the course requisite. For example, if user sets this to 1.7, then each course must be a grade C- or greater to be evaluated Enter a transfer-level-allowed value that indicates what type of transfer credit (if any) is acceptable. Choices are: Always Allow: All applicable transfer credit can be used to satisfy the requisite. Never Allow: Transfer credit can never satisfy the requisite. Two Year Institution Only: Only transfer credit from two-year institutions can be used to satisfy the requirement. Select the requirement designation that each course for this requisite detail line must possess to be evaluated. This function is primarily used for Academic Advisement purposes. Enter a valid begin and valid end dates to specify the date range when the course/s must be taken to satisfy the requisite. If a particular time frame is not relevant, leave these fields blank. Select this check box to require that courses evaluated for this requisite must be applied toward the student's career GPA calculation. For instance, any courses that a student took for a pass/no pass grade basis would not be evaluated, as typically Last Updated: October 30, 2013| Page: 225

Test Credit is Allowed Other Credit is Allowed Exclude In-Progress Credit

SR Reference Guide this grade basis does not have the Include in GPA check box selected on the Grading Scheme Table page. Select this check box to allow evaluation for test credit courses. Select this check box to allow evaluation for other credit courses. If the course that the student takes to satisfy this requisite must be fully graded for the system to consider it valid, select this check box. If this check box is cleared, the system will include in analysis and pass all parameters any non-graded courses, as well as any graded courses that have the In-Progress flag enabled (such as incomplete courses), and that match the course ID or wild card course on the Requisite Detail page. Leaving this check box cleared is the least restrictive, and allows for maximum user/student flexibility.

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Topic 7:

Add/Update Enrollment Requirements

The Enrollment Requirement component offers functionality that enables the development of more sophisticated requisites. Enrollment requirements can be used in conjunction with other enrollment requirement group line types. The Enrollment Requirement component is necessary to attach Course Lists to courses. Refer to Topic 7 for details of this attachment process. The Enrollment Requirements component can be found by navigating to Curriculum Management > Enrollment Requirements > Enrollment Requirements

Step Summary 1. 2. 3. 4. 5. 6.

Evaluate user’s need to use the group line type of Requirement on the Requisite Detail page. Enter a description of the enrollment requirement on the Enrollment Requirement page. Determine whether GPA, units, or courses are part of the requirement on the Parameters page. Select a requirement line type and enter a description on the Line Item page. Enter course credit parameters on the Line Item Parameters page. If user is using a course list, create it in the course list component, and add the course list number on the Line Item Detail page. 7. Save.

Detailed Information The Enrollment Requirements page Use this page to create descriptions of the Enrollment Requirement and link it to a specific institution, career, group, and/or subject area.

The following table describes the fields on the Enrollment Requirements page. Field Effective Date

Status Requirement Name

Field Description Enter an effective date for this enrollment requirement. The effective date must be equal to or less than the effective date of the enrollment requirement group to which this course requisite is attached. The system accesses the enrollment requirement rules based on the start date of the term for which the requisite and restriction checking occurs. As long as the effective date is less than or equal to the term start date, and the status of the enrollment requirement is Active, the system checks the rule in the enrollment process Indicates Enrollment Requirement status as Active or Inactive Enter a name for this Enrollment Requirement. Last Updated: October 30, 2013| Page: 227

Short Description/Description Report Description and Report Long Description

Academic Institution Academic Group (Optional) Subject Area (Optional) Catalog Number (Optional)

SR Reference Guide Enter descriptions for this Enrollment Requirement. Enter a report description and long description for the enrollment requirement to be used by the enrollment requirement checking processes. The report fields are hidden when the group line type is set to Requirement. In this case, the report descriptions are defined within the Enrollment Requirements component. The specific college within the CUNY system. Indicates academic unit/department within the institution Indicates course discipline Indicates Catalog Number associated with this course by the institution. Ex: English 101.

The Parameters page Use this page to enter overall GPA and unit requirements for the requirement.

The following table describes the fields on the Parameters page. Field Minimum GPA Minimum Units Minimum Courses

Minimum Grade Points/Units Detail Selection Parameters: Connector Type AND/OR

Field Description Enter the overall minimum GPA that all classes that are selected to meet this requirement must satisfy. Enter the total minimum units that all classes that are selected to meet this requirement must satisfy Enter the minimum number of courses that are required of the course or wildcard course specified. For example, set this to 2, the system looks for at least two courses that fall within the specified requirements. When the system finds at least two courses that match this requisite detail line, the requisite is satisfied. Enter the minimum grade points per unit that each course must have to satisfy the course requisite. For enrollment requirement groups with more than one Requisite Detail line, select the appropriate connector type. This value is used as the connector default on the Requisite Detail page when rows are inserted. The connector type indicates whether the student must meet ALL of the requirement detail conditions (AND) or whether the student needs to meet only one condition (OR).

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SR Reference Guide The Line Item page Use this page to define the requirement line type. Depending upon the Line Type choice on the Line Item Page, fields on the Line Item Parameters Page and the Line Item Details Page will vary. The following chart describes fields available for the Line Type choice of Course Requirement.

The following table describes the fields on the Line Item page. Field Refresh Parenthesis

Line

Line Type

Line Name Short Description/Description Report Description and Report Long Description

Field Description This button is available only when a new detail line is added. Click this button to refresh the parentheses setting. If the main connector type is AND, then the system automatically groups ORs together with parentheses. For example, if A or B and C or D is entered, then the implied statement is (A or B) and (C or D). If the main connector type is OR, then the system automatically groups ANDs together with parentheses. For example, if A or B and C or D is entered, then the implied statement is A or (B and C) or D. The number determines the order in which the system evaluates the detail lines. The system generates a sequential line number. User can override the number, but it is best to insert the rows in the correct order The selected line type determines the format for this line and also determines the fields that become available for entry on the Line Item Detail page and Line Item Parm page. Name for this Enrollment Requirement Line Type Descriptions for this Enrollment Requirement Line Type Enter a report description and long description for the line item to be used by the enrollment requirement checking processes

The Line Item Parameters page Use this page to specify the unit and GPA requirements for the line type. The fields below correspond to the Line Type Course Requirement on the Line Item Page. Last Updated: October 30, 2013| Page: 229

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The following table describes the fields on the Line Item Parameters page that corresponds to the line type Course Requirement. Field Field Description Minimum GPA Enter the minimum GPA that is the minimum overall GPA requirement for classes that are selected to satisfy this requirement. (For example, if a requisite states that the student needs to take four Math 100-level classes with an overall GPA of 3.00 for a total of 12 units, then enter 3.00 in this field.) Any existing value in the Minimum GPA field on the Parameters page is supplied by default to the Line Item Parm page when user adds a requirement line. Minimum Units Enter a value that represents the minimum total units for the courses that are selected to satisfy this requirement. If this line item references a course list, then the number of units represents the total number of units that all courses found on the student’s record (that match the course list) must be worth. Minimum Courses Enter value that represents the minimum number of courses that are required for this requirement. If this line item references a course list, then the number of courses represents the total number of courses that all courses found on the student’s record (that match the course list) must be worth. Minimum Grade Points/Units Enter the minimum grade points per unit that each course must have to satisfy the enrollment requirement. For example, if user sets this to 2.0, then each course that is evaluated must be a grade C or greater. If a course is evaluated that does not meet this minimum, the requisite is not satisfied Maximum Units Allowed Enter a value that represents the maximum number of units that can be evaluated for this requirement. This is not a way to verify whether a student has exceeded a unit limit. This is a way to limit what is evaluated. Maximum Courses Allowed Enter a value that represents the maximum number of units that can be evaluated for this requirement. This is not a way to verify whether a student has exceeded a course count limit. This is a way to limit what is evaluated Line Item Details page Use this page to link course lists, derived course lists, and conditions to the line items. The fields below correspond to the Line Type Course Requirement on the Line Item Page.

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The following table describes the fields on the Line Item Details that correspond to the line type Course Requirement. Field Line Detail Sequence

Line Detail Type

Course list

Field Description The system assigns a sequential number to a specific line detail. User can have multiple detail line sequences under a single line number. The line detail sequence affects the order in which the system evaluates each line item detail. Those with the lowest number are evaluated first Select the line detail type value that indicates the type of line detail. Values are: CLST: Indicates a static course list that can be used to satisfy the requirement. DLST: Indicates a dynamic, user-defined course list that the system draws from a subset of a student’s transcript or academic record Appears with a line detail type of CLST. Enter the course list number that indicates a grouping of classes that the system can evaluate

Derived Course List

Appears with a line detail type of DLST. Enter the derived course list that indicates a type of class that the system can draw from a subset of the student’s transcript or academic record.

List Include Mode

Appears if user has multiple line item detail rows. Indicates how a previous line detail sequence interacts with a new line detail sequence. (This field is available for every line except the first one.) Choices include: Y, indicating union; I, indicating intersection; and N, indicating subtraction

List Recall Mode

Appears with a line detail type of DLST. Indicates the conditions that the system uses to select courses from the student’s transcript.

View

Appears with a line detail type of CLST. Click the View button to access the course list summary where user can review the course list details

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Topic 8:

Add/Update Enrollment Course Lists

Course lists are helpful when specific groups of courses are repeatedly used as prerequisite requirements. For example, perhaps the same five introductory science courses are commonly used as pre-requisites for a variety of upper level science courses. A Course List can group them together for repeated use. Additionally, Course Lists offer the flexibility of adding additional requisite items for different courses to this same list. For instance, the introductory science Course List could be used for an advanced Physics course with the additional requisite of 3.5 GPA. That same course list could be used for an advanced Biology course without a GPA requirement, but with the condition of having a Biology plan (major). Enrollment course lists are static predefined lists of courses. Enrollment derived course lists are dynamically generated course lists as identified in a particular student’s transcript. User can attach both types of course lists to enrollment requirements and can specify how many courses from the list (static or dynamic) are needed to satisfy specific enrollment requirements. The Enrollment Requirements component can be found by navigating to Curriculum Management > Enrollment Requirements > Enrollment Requirement Course List

Step Summary 1. Create the enrollment course list description on the Course List Description page. 2. Specify courses for the enrollment course list on the Course List Detail page, including a range of wild card courses. 3. Enter the parameters of each course list on the Course List Parameters page. 4. Save

Detailed Information The Course List Description page Use this page to create descriptions of the Course List and link the Course List to a specific institution, career, group, and/or subject area.

The following table describes the fields on the Course List Description page. Field Course List Effective Date

Field Description A numeric value automatically generated by the system when a course list is saved. The Effective Date indicates the creation date of the Course List. As changes are made, create a new row with a new effective date. The system will then Last Updated: October 30, 2013| Page: 232

Status Description Short Description Long Description Academic Institution Academic Career, Academic Group, Subject Area, and Catalog Nbr (catalog number)

SR Reference Guide preserve the history of these changes. The effective date must be equal to or less than the effective date of the enrollment requirement to which this course list is attached. Indicates Course List as active or inactive. Course List description. Indicates the Course List short description. Indicates the Course List long description. Indicates the specific college within the CUNY system. Academic career, academic group, subject, and catalog number are not used by the system in the analysis of the course list, but are helpful tools for when searching the database for the appropriate course list to attach to an enrollment requirement. User may want to use these fields to signify the course to which the course list will be attached, or to specify department "ownership" of the course list.

The Course List Detail Page Use the Course List Detail Page to add specific courses to a Course List.

The following table describes the fields on the Course List Detail page. Field Fetch

Course Sequence

Field Description When user accesses this component, the system loads only effective-dated rows, without any detail. This is to enhance performance for those course lists that have hundreds of course sequence rows. Click the Fetch button to retrieve and display the course sequence data, including the related detail parameters for the effectivedated row. This number acts as a course specification, indicating either a specific course ID or a group of equivalent courses. Each course sequence number indicates a unique component of the course list and can be arbitrarily assigned except when user is using a line type of sequential restriction on the Requirement Line Item page. If the Last Updated: October 30, 2013| Page: 233

Course ID Term

Associated Class

Wild Card Indicator

Include Equivalent Courses

Topic ID

Subject Academic Group

Catalog Nbr (catalog number)

SR Reference Guide sequence is important, enter the correct course order here so that the student must take the courses in the specified order. The Course ID to be associated with the Course List. Enter the term in which the student must take the course that user specifies for the course to be used in this enrollment course list. Leave this field blank to return all values. Enter the associated class number (of the course that user specifies) that the student must take for the course to be used in this enrollment course list. For class associations, indicate a term to prompt off valid values. Leave this field blank to return all values. Select Wild Card Course to indicate a range of courses that can be requisites. Use the pound sign (#) as the wildcard for the numeric portion of the catalog number and the asterisk (*) as a wildcard for the alpha portion (if one exists) of the catalog number. Wildcard requisites do not check equivalent courses unless indicated (see below). Select for the system to include in its evaluation both the course ID that user specifies and all courses that are set up as equivalent to the selected course ID for this requisite. If user selects this check box, the following fields become unavailable: Term, Associated Class, and Topic ID. Clear this check box to further narrow course parameters with the Term, Associated Class, and Topic ID fields. For example, user can specify not only the course ID, but also the term in which the specific course must be taken. Enter the topic ID (of the course that user specifies) that the student must take in order for the course to be used in this enrollment course list. This field prompts from the topics that are defined in the course catalog. Leave this field blank to return all values. Appears if user selects the Wildcard Indicator check box. Specify an academic subject for the course offering. All courses with this subject may be considered Appears if user selects the Wildcard Indicator check box. Specify an academic group for the course offering. All courses with this academic group may be considered. Appears if user selects the Wildcard Indicator check box. Enter the required portion of the catalog number that is up to ten characters (NNNNAAAAAA), where • the first four characters are numeric (leading zeroes are blank padded) and • The last six characters an alphanumeric suffix. • For example, a catalog number of 3## indicates that any 300-level course is acceptable, including 301A, because suffixes are ignored when a number wild card is specified unless a suffix value is exclusively indicated.

The Course List Parameters Page Use the Course List Parameters Page to enter parameters, such as minimum units and GPA, for each course on a particular Course List.

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The following table describes the fields on the Course List Parameters page. Field Min Units/Course

Min Grade Points/Unit

Transfer Level Allowed

Requirement Designation

Valid Begin/End

Course Must be GPA material

Test Credit is Allowed Other Credit is Allowed

Field Description Enter the minimum number of units that the course to which this line refers must be worth to be used in the course list or as a wild card course. For example, if user sets this to 3, the system uses only courses for this line that are worth three units each or greater. If the system finds a course on the student’s record that meets the course list, but it is only two units, the course cannot be used to satisfy this requirement. Enter the minimum grade points per unit that the corresponding course or wild card course must have to be used in the analysis. For example, if user sets this to 2.0, then the course must be a grade C or greater to fulfill this requisite. Enter a value that indicates what type of transfer credit (if any) is acceptable. Values are: • Always Allow: All applicable transfer credit can be used to satisfy the requisite. • Never Allow: Transfer credit can never satisfy the requisite. • Two Year Institution Only: Only transfer credit from two-year institutions can be used to satisfy the requirement. • Four Year Institution Only: Only transfer credit from four-year institutions can be used to satisfy the requirement. Select the requirement designation that the course or wild card course must have. For example, if user specifies a wild card course of ARCH 4## on the Course List Detail page, then specify a requirement designation of RLA – Regular Liberal Arts on the Course List Parameters page. Only ARCH 400 - level courses that have a designation of RLA (with a grade of Satisfied) meet this requisite. Enter dates to specify the range of dates when the course must be taken to satisfy the requisite. Leaving these fields blank means that the courses can be taken anytime. When the system compares the date range, it uses the start and end date of the term in which the course was taken. For transfer courses, the system uses the start and end date of the articulation term Select to require that the course taken for this requisite be applied toward the student’s career grade-point-average calculation. For instance, any courses that a student took for a pass or no pass grade basis could not be used to meet this requisite if this grade basis does not have the Include in GPA check box selected on the Grading Scheme table page. Select to allow test credit courses to be evaluated. Select to allow other credit courses to be evaluated. Last Updated: October 30, 2013| Page: 235

Exclude In-Progress Credit

SR Reference Guide If the course taken to satisfy this course list must be fully graded for the system to consider it valid, select this check box. If this check box is cleared, the system will include in analysis and "pass" all parameters any non-graded course, as well as any graded course that has the In-Progress flag turned on (such as Incomplete), and that match the course ID or wild card course on the Requisite Detail page. Leaving this check box cleared is the least restrictive, and allows for maximum user/student flexibility.

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Topic 9:

Add/Update Enrollment Requirement Group for a Course

Enrollment Requirement Group must be attached to courses for it to take effect. The Course Catalog component can be found by navigating to Curriculum Management > Course Catalog > Course Catalog

Step Summary 1. Search and select the appropriate course. 2. Access the Offerings Page. Navigate to the Requirement Group field. Search for and select the appropriate Enrollment Requirement Group ID. 3. Click save.

Detailed Information

Click Detail link to view Enrollment Requisite Summary:

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Topic 10: Create Course or Condition Requisite At Lehman College Psychology 314 requires that students have either passed Psychology 166 or declared academic plan of psychology. In this example, Psychology 166 is a course prerequisite, and the academic plan of psychology is a condition prerequisite. Notice that for the condition, the Requisite Type field becomes unavailable for entry. This is because the system is populating the field to prerequisite in the background. 1. Create an Enrollment Requirement Group with Requisite Detail page having two requisite lines, joined together with an "or" statement: one for PSY 166 and one for PSY-BA. 2. Attach the Enrollment Requirement Group to the course(s)

Detailed Information Navigate to : Curriculum Management > Enrollment Requirements > Enrollment Requirement Groups

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Topic 11: Create Wild-Card Course Requisite At Bronx Community College, Chemistry 31 requires a prerequisite of any Chemistry 10-level course, and Psychology 11. In this example, the Education 10-level course is specified as a Wild Card Course prerequisite, and Psychology 11 is a regular Course prerequisite. 1. Create an Enrollment Requirement Group with Requisite Detail page having two requisite lines, joined together with an "AND" statement: one for CHM 1# wild courses and one for PSY 11. 2. Attach the Enrollment Requirement Group to the course(s)

Detailed Information Navigate to : Curriculum Management > Enrollment Requirements > Enrollment Requirement Groups

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Topic 12: Create Requirement, Course, and Course List Requisite At City College, Biology 20700 requires Biology 10100 and 10200 (as almost all biology courses require), as well as Chemistry 10301 and 10401. Because the requisite of Biology 10100 and 10200 will be used repeatedly for virtually every biology course, we developed an enrollment requirement called Biology 10100 and 10200. Within that enrollment requirement is a course list of Biology 10100 and 10200. In our Biology 231 enrollment requisite group we define a group line type of Requirement that points to the Biology 1 and 2 requirements, as well two group line types of Course for Chemistry 10301 and Chemistry 10401 1. Create an Enrollment Course List with Course List Detail page having : BIO 10100 & BIO 10200 2. Create an Enrollment Requirement with Line Item Detail page having item detail type CLST and attach course list from step 1. 3. Create an Enrollment Requirement Group with Requisite Detail page having three requisite lines joined with a “AND”. 4. Attach the Enrollment Requirement Group to the course(s)

Detailed Information Course list of Biology 10100 and 10200 (Curriculum Management > Enrollment Requirements > Enrollment Course Lists)

Enrollment requirement with course list of Biology 10100 and 10200 (Curriculum Management > Enrollment Requirements > Enrollment Requirements)

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After we defined a Biology 1 and 2 course list and an enrollment requirement, we created the enrollment requirement group, entering the following detail lines on the Requisite Detail page. The page has three detail lines: one for the enrollment requirement of Biology 1 and 2, one for the course requirement of Chemistry 10301, and the last for the course requirement of Chemistry 10401: (Curriculum Management > Enrollment Requirements > Enrollment Requirement Groups) This requisite considered first by the system is 0010, the lowest number in our detail lines. • The group line type is Requirement. • The requirement is Biology 1 and 2 (Biology 1 and Biology 2). • These are in a course list because they will be used repeatedly together as a prerequisite requirement in a large number of courses. • The requisite type is Pre-Requisite.

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•

•

The connector type is AND because this rule must be fulfilled along with the Biology 1 and 2 requirement. o The line number is 0020. The system evaluates this rule second, because one rule line is preceding it. o The group line type is Course. o The course ID represents Chemistry 10301. The third detail line for Chemistry 10401 is exactly same.

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Topic 13: Create Condition and Course Requisite, Exclude In-Progress Credit At Queens College, for a student to enroll in HONORS 302W, he or she be MHC Honors student and has completed Honors 301 with a 3.0 GPA. 1. Create an Enrollment Requirement Group with Requisite Detail page having two requisite lines joined with a “AND”. 2. Attach the Enrollment Requirement Group to the course(s).

Detailed Information Navigate to: Curriculum Management > Enrollment Requirements > Enrollment Requirement Groups For the first detail line, create a condition of student group equals MHC.

For the second detail line, set the connector type to And, then select a group line type of Course.

On the Requisite Detail Parameter page, select the Exclude In-Progress Credit box.

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Topic 14: Create Course Requisite, Include In-Progress Credit At Hostos Community College, for a student to register for ENG 1342, the student must either currently be enrolled in ENG 1303, or have completed ENG 1303 with a C grade or better. 1. Create an Enrollment Requirement Group with group line type of Course, select the course ID for ENG 1303, and select a requisite type of Pre-Requisite. On the Requisite Detail Parameters page, enter a minimum grade point per unit of 2.00 and leave cleared the Exclude In-Progress Credit box 2. Attach the Enrollment Requirement Group to the course(s).

Detailed Information To create an enrollment requirement group for this requisite: Curriculum Management > Enrollment Requirements > Enrollment Requirement Groups •

On the Course Requisite page, enter the necessary data.

•

On the Requisite Parameters page, enter 1 in the Minimum Course field.

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•

•

SR Reference Guide On the Requisite Detail page, create one detail line. For this detail line, select a group line type of Course, select the course ID for ENG 1303, and select a requisite type of Pre-Requisite.

On the Requisite Detail Parameters page, enter a minimum grade point per unit of 2.00 and leave cleared the Exclude In-Progress Credit box.

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Topic 15: Create Maximum Unit Limit for Enrollment At Baruch College, students can take no more than 12 units of Interdisciplinary Studies courses. If students attempt to enroll in an Interdisciplinary Studies course that takes them over the 12-unit limit, their enrollment is blocked by a prerequisite requirement. 1. Create an Enrollment Course List with Course List Detail page having: IDC course Wildcards. 2. Create an Academic Requirement with Line Item Detail page having item detail type CLST and attach course list from step 1. 3. On the Line Item parameters page, set the Credit Include Mode field to Verify, and the Maximum Units Allowed field to 12.00. 4. Create an Enrollment Requirement Group that point to the Academic Requirement from step 2. 5. Attach the Enrollment Requirement Group to the course(s)

Detailed Information To create this maximum unit enrollment requisite: Curriculum Management > Enrollment Requirements > Enrollment Course Lists • Create an enrollment course list that references all Interdisciplinary Studies courses (wild card or course by course). Set up any course parameters. Enter minimum grade point per unit values for each course if user wants to count only Interdisciplinary Studies courses that were successfully completed. If user also wants to limit F graded courses, they can leave this field clear.

•

Create an academic requirement that has a line item page line type of Course Requirement. (Academic Advisement > Academic Requirements > Define Academic Requirements)

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•

•

SR Reference Guide On the Line Item parameters page, set the Credit Include Mode field to Verify, and the Maximum Units Allowed field to 12.00. This is the power that regular ENR usage enrollment requirements do not have. Point to the enrollment course list on the Line Item Detail page.

Create an enrollment requirement group that points to the academic requirement. Curriculum Management > Enrollment Requirements > Enrollment Requirement Groups

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Topic 16: Create Test Score Pre/Co-requisite At Bronx Community College, for a student to enroll in English 10, he or she must have received a score of 6 on the CUNY/ACT Writing Skills Assessment Test. 1. Create an Enrollment Requirement Group with Requisite Detail page having Group Line Type: Condition and Condition code equals Test Score. 2. Define the Test Score Criteria. 3. Attach the Enrollment Requirement Group to the course(s)

Detailed Information Navigate to Curriculum Management > Enrollment Requirements > Enrollment Requirement Groups

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Topic 17: Create an Anti-Requisite Enrollment Requirement At Queens College student are not allowed to enroll in ECON 101 if they have already received credit for ECON 103. Anti-Requisites include instances when a student is not permitted to enroll in a course due to completion of other particular courses. The Advising Requirement functionality must be used for Anti-Requisites rather than Enrollment Requirements because the Advising Requirement pages contain a field to indicate maximum number of units or courses. 1. 2. 3. 4.

Create an Advising Course List Create an Advising Requirement Create an Enrollment Requirement Group Attach the Enrollment Requirement Group to the course(s)

Detailed Information Academic Requirement Course List Navigate to Academic Advising > Academic Requirements > Define Course Lists

Academic Requirement Navigate to Academic Advising > Academic Requirements > Define Academic Requirements

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Enrollment Requirement Groups Navigate to Curriculum Management > Enrollment Requirements > Enrollment Requirement Groups

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The “Academic Requirement” must be specified twice, as both a Pre-Requisite and a Co-Requisite, in order to restrict enrollment based upon both previous term and current term registration activity.

Course Catalog Navigate to Curriculum Management > Couse Catalog > Course Catalog > Offerings tab >Enrollment Requirement Group Section

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Chapter 3 – Course Equivalency Groups Course Equivalency Groups link different courses as equivalent for requisite checking purposes. The courses themselves can possess different requisites. Equivalent Course Groups are identified by a unique number that differs from the individual course ID numbers.

Chapter Objectives Upon completion of this chapter, learners will be able to: • •

create course equivalency groups view course equivalency groups.

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Topic 1:

Create Course Equivalency Group

Course Equivalency Groups link different courses as equivalent for requisite checking purposes. The courses themselves can possess different requisites. Equivalent Course Groups are identified by a unique number that differs from the individual course ID numbers. The Course Equivalencies component can be found by navigating to Curriculum Management > Course Catalog > Course Equivalency

Step Summary 1. 2. 3. 4. 5. 6.

Click Add a New Value on the Course Equivalencies component page. Create a new equivalent course group on the Course Equivalencies Page. Navigate to the Course Catalog component of Course Catalog and locate the appropriate course. Add the Equivalent Course Group to the designated link on the Catalog Data Page. Repeat for the additional course/s that has been designated equivalent. Return to the Course Equivalencies - Find an Existing Value page. Search for the relevant equivalent course group. Click the Fetch Equivalencies button to review the new group of equivalent courses. 7. Click Save.

Detailed Information The Course Equivalencies Groups page

The following table describes the fields on the Course Equivalencies page of the Course Equivalency component.

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Field Name Effective Date

Status

Description Short Description Course ID Fetch Course Equivalencies (button)

SR Reference Guide Field Description The Effective Date indicates the creation date of the Course Equivalency. As modifications are made, a new row should be added with a new effective date. The system will then preserve the history of these changes. Identifies Course Equivalency as active or inactive If user wants to inactivate an equivalent course group, they need to delete that equivalent course group number from each course to which it is attached on the Catalog Data page, as well as change the status to Inactive on the Course Equivalencies page. The Course Equivalency description The Course Equivalency short description The numeric value generated by the system when the course offering was created in the Course Catalog. Select to display all courses linked to the Course Equivalency Group. This will only be active once the Equivalency Group has been attached to courses.

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Topic 2:

Attach Course Equivalency Groups

Once the Course Equivalency Group has been created, it must be attached to the appropriate courses. The Course Equivalencies component can be found by navigating to Curriculum Management > Course Catalog > Course Catalog

Step Summary 1. 2. 3. 4.

Navigate to the Course Catalog component and locate the desired course. On the Catalog Date page, click the Search icon next to the Equivalent Course Group field. Search for and select the appropriate Equivalent Course Group. Click Save.

Detailed Information The Catalog Data Page

Field Name Equivalent Course Group

Field Description User can enter an equivalent course group for the course. Equivalent course groups are defined on the Course Equivalencies page. Here, they are adding the course to a group of equivalent courses for requisite checking and degree progress requirement purposes. If two courses have the same Equivalent Course Group number, then they are equivalent to each other and can fulfill the same requirement.

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Topic 3:

View Course Equivalency Groups

Course Equivalency Groups can be viewed through the Course Equivalency components. Note: that once courses are retrieved, all records of a particular course will be displayed. The Effective Date will enable viewers to locate the relevant course. The Course Equivalencies component can be found by navigating to Curriculum Management > Course Catalog > Course Equivalency

Step Summary 1. 2. 3. 4. 5.

Navigate to Course Equivalency Page. Enter Course Equivalency Group Number or Course Equivalency Group Description. Select the appropriate Course Equivalency. Click Fetch Equivalencies. View listing of details relevant to this Course Equivalency Group.

Detailed Information

The system displays an effective date and equivalent course group for every course. To determine when data for an effective-dated row is superseded, look at the next row.

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Field Name Effective Date

Status

Description Short Description Course ID Fetch Course Equivalencies (button)

SR Reference Guide Field Description The Effective Date indicates the creation date of the Course Equivalency. As modifications are made, a new row should be added with a new effective date. The system will then preserve the history of these changes. Identifies Course Equivalency as active or inactive Note: If user wants to inactivate an equivalent course group, they need to delete that equivalent course group number from each course to which it is attached on the Catalog Data page, as well as change the status to Inactive on the Course Equivalencies page. The Course Equivalency description The Course Equivalency short description The numeric value generated by the system when the course offering was created in the Course Catalog. Select to display all courses linked to the Course Equivalency Group. This will only be active once the Equivalency Group has been attached to courses.

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Chapter 4 – Browse, Search and Print Course Catalog This chapter provides instruction on how to Browse, Search and Print the Course Catalog.

Chapter Objectives Upon completion of this chapter, learners will be able to: • •

browse and search the Course Catalog print the Course Catalog.

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Topic 1:

Browse Course Catalog

Use the Course Catalog component to browse and search for classes within a specific college and term. There are two options for locating Course Catalog information: Browse Course Catalog and Course Catalog Search. The Browse Course Catalog page provides a list of courses offered at the college. Once a course is selected, the course details can be viewed. Class sections, which are defined when a course has been scheduled for a particular semester, can be viewed only if the course has been scheduled in the Schedule of Classes component. The Browse Catalog component can be found by navigating to Curriculum Management > Course Catalog > Browse Catalog

Step Summary 1. Select a college from the dropdown menu. 2. Select the first letter of the course subject. 3. Select a course.

Detailed Information Browse Course Catalog page Clicking on a course link will provide viewers with information regarding career, unit, grading basis, component, and scheduling status.

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Topic 2:

Search Course Catalog

The Course Catalog Search feature provides a listing of basic course information by college. Once a college is selected, the search can be narrowed further by subject. The Course Catalog Search component can be found by navigating to Curriculum Management > Course Catalog > Course Catalog Search

Step Summary: 1. Select a college from the dropdown menu. 2. Select a course subject. 3. Click Search to view a listing of courses within that subject.

Detailed Information The Course Catalog Search page Specify the Academic Institution criteria and any additional information to narrow the search.

Search Results page The example below displays the results of a search in which the Academic Institution is Lehman College and the Subject Area is ANT.

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Topic 3:

Catalog Summary

Use the Course Summary component to view a summary of course offerings The Browse Catalog component can be found by navigating to Curriculum Management > Course Catalog > Catalog Summary

Step Summary 1. Search the Catalog to find the appropriate course 2. Use Course Catalog Summary page to view course details

Detailed Information Course Catalog Summary page

Field Name

Field Description If the course is a part of an equivalent course group, the equivalent course group appears. Click the Open button to toggle between the equivalent courses Click the Detail button to go the Course Catalog - Catalog Data page for the course. User can use this button to view further details or to modify data for the course.

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Topic 4:

Print Course Catalog (Batch Process)

The process of printing from the Course Catalog is the process of running a report in CUNYfirst. See the Appendix for a full description of how to run a report. After the catalog has been approved, the Registrar and/or Academic Departments may view and print the full Course Catalog. The Course Catalog can be printed in hard copy or it can be distributed in another format, such as PDF or CSV. The Course Catalog can be printed by college and in smaller sections such as Academic Group or Academic Career. The Browse Catalog component can be found by navigating to Curriculum Management > Course Catalog > Browse Catalog

Step Summary: 1. 2. 3. 4. 5.

Navigate to the Print Course Catalog component. Select for or enter the Run Control ID for this process. Select the desired parameters on the Print Course Catalog Page. Leave the Print OEE Designator unchecked. CUNY is not using this function. Click the Run Button. Use the Report Manager or Process Monitor to view, save or print the report. Refer to the Reporting Appendix for more detailed information on Reporting processes.

Detailed Information The Add a New Value page On this page, enter the Run Control ID if it has not been created.

Click the Add button to set parameters for the Course Catalog Print.

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The following table describes the fields on the Course Catalog Print page of the Course Catalog Print component.

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Field From Date/End Date

Academic Institution Academic Organization Academic Group Academic Career Course Approved Catalog Print

Report Only

File Path

Run

SR Reference Guide Field Description Enter the appropriate dates. These dates are the effective dates of the course offerings. They are required fields. The system prints all active courses that are greater than or equal to the from date, and less than or equal to the end date. The system populates this field with the value on the User Defaults 1 page. Enter the academic organization. This is prompted by the Academic Organization Table page. Enter the academic group to limit the scope of the report. Academic group values are defined on the Academic Group Table page. Enter the academic career to limit the scope of the report. Academic Career values are defined on the Academic Career Table page. Select to display Approved, Denied, or Pending courses. To report courses of all three types, run three reports, each with a different Course Approved field value. Select parameters to view text designated as catalog print text. If Yes is selected, all courses with the Catalog Print check box selected in the Course Catalog Offerings page appear on the report. If No is selected, the courses that do not have the Catalog Print check box selected appear on the report. If All is selected, all the courses appear. Clear this check box to create a Course Catalog report and send the Course Catalog report to the file path location in .csv format. Select this check box to create a Course Catalog report without creating a .csv file. If this check box is selected, the File Path field becomes unavailable. If user clears the Report Only check box, this field is available. In addition to sending report output for this process to a file (through setting preferences in the Process Monitor), User can also send any additional output files created by this process to a file directory. To send the extract output to a file directory, enter a valid directory path that maps to a folder with appropriate read/write permission. If user cannot locate such a folder, they should consult the system administrator. Select the print options to display the described detail on the report. If user clears them, the detail does not appear on the report. Click to run the report using PeopleSoft Process Scheduler. It is recommended to set the type to Web, and the format to PDF.

Sample Report:

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Unit IV: Class Schedule I Unit Introduction This course provides instruction on all the key components of the Schedule of Classes. Each college maintains a Schedule of Classes for each term. The Schedule of Classes is built on the Course Catalog for that college. Once a course has been created in the Course Catalog, is designated as “Approved” and the “Allow to Schedule” function is in effect, that course can be entered into the Schedule of Classes for an upcoming term and session. When a course is added to the Schedule of Classes, certain basic data defining that course in the Course Catalog is automatically populated into the data of that scheduled class. The remaining necessary data, such as section numbers, meeting times, facility locations, instructors, and so forth, can then be associated with the newly created class using the components described in this course.

Course Objectives Upon the completion of this course, learners will be able to: • • • • •

copy a prior term’s schedule roll modified data from the Course Catalog into scheduled classes set and modify exam schedules review class facility usage search and print the Class Schedule.

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Chapter 1: Copy Prior Term’s Schedule By far the easiest and most efficient means of creating a Schedule of Classes for a new term is to use the Copy Prior Term’s Schedule component. The term used would not be the term immediately prior, but the prior term that is most similar to the term whose schedule is now being created. For example: Classes to be scheduled in Fall 2014 may be copied from Fall 2013 Classes to be scheduled in Spring 2015 may be copied from Spring 2014 --etc. Once scheduled classes are copied forward from a prior term into a new term, the characteristics of a great majority of those classes—for example the number of sections, the meeting patterns of those sections, etc.—can remain unchanged. And then, where needed, any class can be modified to meet the schedule requirements of the new term. After scheduled classes are copied from a prior term and then modified, any additional course can then be added to the new term’s schedule using the Schedule a New Course component

Chapter Objectives Upon completion of this chapter, learners will be able to: •

copy the schedule of classes of a prior term into a new term.

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Topic 1:

Copy Prior Term Schedule (Batch Process)

By far the easiest and most efficient means of creating a Schedule of Classes for a new term is to use the Copy Prior Term’s Schedule component. The term used would not be the term immediately prior, but the prior term that is most similar to the term whose schedule is now being created. The Copy Prior Term’s Schedule component can be found by navigating to Curriculum Management > Roll Curriculum Data Forward > Copy Prior Term’s Schedule

Step Summary 1. Navigate to the Copy Prior Term’s Schedule component. 2. Add a New Value; assign an appropriate Run Control ID. 3. Click the Add button --Or-4. Find an Existing Value and search for a Run Control ID already used. 5. On the Process Request page, select the Academic Institution, the “From Term” and “To Term” to designate which term’s schedule is to be copied into which new term. 6. If necessary, select Academic Group, Subject Area, Catalog Number range, and/or Session of the classes whose schedules are to be copied. 7. Add additional row(s) to include schedules for additional Academic Group(s), Subject Area(s), Catalog Number range(s), or Session(s). 8. On the Copy Prior Term’s Schedule 2 page, select or deselect checkboxes for characteristics to be included in the data to be brought forward. 9. Repeat Step 8 for each row in this Process Request. 10. Click the Run button to copy the schedule data to the new term. 11. Click the OK button.

Detailed Information Use the Add a New Value page to create a new Run Control ID for copying classes; click Add.

Copy Prior Term’s Schedule tab Use the Copy Prior Term’s Schedule page to set parameters for class schedules to be copied.

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The following table describes the fields on the Copy Prior Term’s Schedule page. Field Institution (required) Roll from Term Roll to Term Sequence Academic Group Subject Area Catalog Number From Catalog Number To Campus Session Commit Frequency

Field Description The Academic Institution (college) whose prior-term schedule is to be copied. The code for the term from which the schedule is to be copied. The code for the term to which the schedule is to be copied. The system populates this field to 1 by default and increments by 1 for each row that is added. This value is for internal processing purposes only. If the class schedules to be copied are to be restricted by Academic Group, enter or select here (not required). If the class schedules to be copied are to be restricted by Subject Area, enter or select here (not required). If a Subject Area was entered above, a range of Catalog Numbers can be chosen for classes to be copied. CUNY colleges each have only one campus value (“Main”) in the system; therefore entering a value in this field would not affect the outcome of the process. If classes within only one session of the term are to be copied, enter that session. The system populates this field to 1 by default. The lower the commit frequency, the better concurrence of data. While the higher the commit frequency enables faster processing of the job, the job could get tied up with another process. We recommend that user leave the commit frequency at 1.

Copy Prior Term’s Schedule 2 tab Use the Copy Prior Term’s Schedule 2 page to include or exclude specific Class Statuses, and to allow or restrict specific aspects of the class schedule to be copied.

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The following table describes the fields on the Copy Prior Term’s Schedule 2 page of the Copy Prior Term’s Schedule component: Field Class Status

Roll Options

Field Description Select one or more status for classes that user wants to copy. Values are Active, Cancelled, Tentative, and Stop Enrollment. Each of these values corresponds to the class status value on the Enrollment Control page. Specify the type of information that user wants to copy by selecting the appropriate roll options. Note: • If the checkbox for Use Catalog Component is checked then it causes the process to pull min/max units, requirement group and other Class Association data from the Catalog rather than copying from the prior term. • If this check box is not selected, the system copies all sections to the new term, regardless of the component designation.

Click the Run Button. Use the Report Manager or Process Monitor to view, save or print the report. Refer to the Reporting Appendix for more detailed information on Reporting processes.

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Chapter 2 – Update Data from Course Catalog to Class Schedule When certain changes have been made to a course in the Course Catalog and that course has already been scheduled in a given term, those changes can be automatically updated in all the sections of that scheduled class using the Course Roll component.

Chapter Objectives Upon completion of this chapter, learners will be able to: •

Roll updated data from the Course Catalog to scheduled classes.

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Topic 1:

Roll Data from the Course Catalog to Class Schedule

When certain changes have been made to a course in the Course Catalog and that course has already been scheduled in a given term, those changes can be automatically updated in all the sections of that scheduled class using the Course Roll component. The Course Roll component can be found by navigating to Curriculum Management > Roll Curriculum Data Forward > Course Roll

Step Summary 1. Navigate to the Course Roll component. 2. Use Find an Existing Value to search for the class whose data is to be updated. 3. Verify the Catalog data in the upper portion of the page including any change not yet reflected in the scheduled sections of the class shown in the lower portion. 4. Click the Course Roll button; note that the data has been updated in the class sections. 5. Save.

Detailed information Use the Find an Existing Value page to search for the course whose class section data is to be updated.

In the Course Roll component, verify the Catalog data in the upper portion of the page, including any changes not yet reflected in the scheduled sections of the class below.

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Verify that the course data has been rolled to the scheduled class sections. Save.

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Chapter 3 – Schedule Exams This chapter describes the creation of Exam Codes, for use in scheduling exams, as well as the process of scheduling exams for batches of classes using the Generate Exam Schedule component. Exams can be scheduled manually for individual classes by using the appropriate data fields in the Schedule a New Course, Maintain Class Schedule or Schedule Class Meetings component.

Chapter Objectives Upon conclusion of this chapter, learners will be able to: • • •

create exam codes for a given term and session generate an exam schedule for a block of classes in a given term and session modify exam schedules.

Exams can be scheduled manually for individual classes by using the appropriate data fields in the Schedule a New Course, Maintain Class Schedule or Schedule Class Meetings component.

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Topic 1:

Create Exam Codes

Exam codes for each college must be defined for each term and session in the Exam Code Table. Exam Codes specify a date, a start time and an end time for exams to be scheduled within a given term and session. These exam codes can then be used either to manually schedule an exam for an individual class in either the Maintain Schedule of Classes component or the Schedule Class Meetings component or to batch generate Exam schedule. The Exam Code Table can be found by navigating to Curriculum Management > Schedule of Classes > Exam Code Table

Step Summary 1. 2. 3. 4.

Navigate to the Exam Code Table component. Search for the desired term and session. Designate an appropriate Exam Code and specify a date, begin and end times, and exam type. Specify the range of start times and days of the week of the scheduled classes to be associated with this exam code (this step is for use in the automated process only). 5. Add new rows as needed and repeat Steps 3 and 4 for each. 6. Save.

Detailed Information Use the Find an Existing Value page to search for the appropriate Exam Code table by Academic Institution, Term and Session.

Exam Code Table Use the Exam Code Table to define Exam Codes.

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Field Exam Time Code Exam Date Exam Starting Time Exam Ending Time Exam Type Class Start Time From Class Start Time To M T W T F S S checkboxes

SR Reference Guide Field Description Assign a short alpha-numeric code for the exam time to be defined. Enter the specific date, and starting and ending times that this code is to represent.

Select an exam type of Final or Make-up. These fields are for use in scheduling multiple exams using the Generate Exam Schedule component Enter the range of start times, and the day(s) of the week of the regularly scheduled classes for which the system will assign the corresponding exam code in the automated process.

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Topic 2:

Generate Exam Schedule (Batch Process)

Use this functionality to generate an exam schedule for a block of classes in a given term and session. The Generate Exam Schedule component can be found by navigating to Curriculum Management > Schedule of Classes > Generate Exam Schedule

Step Summary 1. Navigate to the Generate Exam Schedule component. 2. Add a New Value and designate an appropriate Run Control ID. --or— 3. Find an Existing Run Control ID 4. On the Generate Exam Schedule page, enter or select Academic Institution and term. 5. If needed, specify Academic Group and Session for whose classes exams are to be scheduled. 6. Select or deselect “Assign to Scheduled Facility” to designate whether exams are to be scheduled in the same facility as the regular classes. 7. Run the process. 8. Click the OK button.

Detailed Information Use the Add New Value page to create a Run Control ID

Click the Add button. Generate Exam Schedule Use the Generate Exam Schedule page to set the parameters for the process. Specify the Academic Institution and Term for which exams are to be scheduled. Remaining parameter fields (Academic Group and Session) are optional.

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Field Assign to Scheduled Facility

SR Reference Guide Field Description Select this check box to command the system to assign exams the same facilities in which the classes are scheduled for the term. If user clears this check box, exams are scheduled without a facility.

Run the process. View the Report to verify the exam schedule.

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Chapter 4 – Review Class Facility Usage The Class Facility Usage component can be used to determine what events are scheduled in a given facility in a specific term or session and day of the week.

Chapter Objectives Upon completion of this chapter, learners will be able to: •

Review class facility usage for a given facility in a specific term or session and day of the week.

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Topic 1:

View Class Facility Usage

The Class Facility Usage component can be used to determine what events are scheduled in a given facility in a specific term or session and day of the week. The Class Facility Usage component can be found by navigating to Curriculum Management > Facility and Event Information > Class Facility Usage

Step Summary 1. 2. 3. 4.

Navigate to the Class Facility Usage component. Use the Find an Existing Value page to search for the facility whose usage is to be reviewed. Enter the term (session if desired) and day of the week whose events are to be reviewed. Click the Fetch Classes button.

Detailed Information Use the Find an Existing Value page to search for the facility whose usage is to be reviewed.

Enter the term, session (if needed) and day of the week in which the facility usage is to be reviewed on the Class Facility Usage page, and click the Fetch Class Meetings button.

Review the facility usage details.

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Chapter 5 – View and Print the Class Schedule Chapter Objectives Upon completion of this chapter, learners will be able to; • •

search the class schedule print the class schedule.

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Topic 1:

View the Class Schedule

A simple, basic search of scheduled classes can be conducted using the Class Search component, showing the dates, times and instructors of a single class or a defined set of classes. The Class Search component can be found by navigating to Curriculum Management > Schedule of Classes > Class Search

Step Summary 1. 2. 3. 4. 5. 6.

Navigate to the Class Search component. Enter or select the Academic Institution and Term. Enter at least two additional search criteria among Course Subject, Course Number and Course Career. If necessary, click “Additional Search Criteria” to narrow results. Enter or select additional search criteria. Click the Search button

Detailed Information Use the Class Search component to conduct a search of scheduled classes, showing the dates, times and instructors of a single class or a defined set of classes. Search criteria must be entered for Institution and Term, and at least two of the following three fields: “Course Subject,” “Course Number,” “Course Career.” To narrow the search, click on the Additional Search Criteria link. Clicking the Additional Search Criteria expands the search page as shown:

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Click the Search button and view the results:

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Topic 2:

Print Class Schedule (Batch Process)

The process of printing a class schedule is essentially the running of a report. See the Appendix for a review of how to run a report in CUNYfirst. The Print Class Schedule component can be found by navigating to Curriculum Management > Schedule of Classes > Print Class Schedule

Step Summary 1. Navigate to the Print Class Schedule component. 2. Add a New Value to create a new Run Control ID --or-Find and Existing Value to use an existing Run Control ID. 3. Set the parameters for all classes that are to appear on the report. 4. Select or deselect those aspects of the scheduled classes to be included in or excluded from the report on the Report Options page. 5. Click the Run Button. 6. Use the Report Manager or Process Monitor to view, save or print the report. Refer to the Appendix for more detailed information on Reporting processes.

Detailed Information Create a new Run Control ID for the report, or find an existing one.

Click the Add button.

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SR Reference Guide Print Class Schedule page Use the Print Class Schedule page to define the classes for which the schedule is to be printed.

The following table describes the fields on the Print Class Schedule page of the Print Class Schedule component. Field Academic Institution Term Academic Organization Node Session Schedule Print

Field Description The college in which the classes to be printed are scheduled. Term during which the classes are scheduled. The Academic Organization under which the scheduled classes to be printed is offered. Session during which classes are scheduled. The value selected here asks the system to look at the “Schedule Print” checkbox on the Basic Data page of the Schedule of Classes. Depending on the value selected, the system will include or exclude classes in the report (printed schedule). Values are: • • •

Yes: All classes with the Schedule Print check box selected on the Basic Data page appear on the report. No: All classes with the Schedule Print check box cleared on the Basic Data page appear on the report. All: All classes appear on the report, regardless of the Schedule Print check box setting on the Basic Data page.

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Field Print Instructor in Schedule

• Print By Campus • Campus • Print By Location • Location Class Status • Active • Stop Enroll • Cancelled • Tentative

SR Reference Guide Field Description The value selected here asks the system to look at the “Print” checkbox on the Meetings page of the Schedule of Classes. Depending on the value selected, the system will include or exclude instructors in the report (printed schedule). Values are: • Yes: All instructors with the Print check box selected on the Meetings page appear on the report. • No: All instructors with the Print check box cleared on the Meetings page appear on the report. • All: All instructors appear on the report, regardless of the Print check box setting on the Meetings page. The checkboxes activate the corresponding fields if the class schedule is to be printed by campus or by location. Since CUNY colleges do not have such divisions (usually “MAIN” for each campus and “MAIN” for each Location), these fields need not be used. Select one or more Class Status of the classes to be included in the report.

Report Options page Use the Report Options page to determine the details to be included in the report.

The following table describes the fields on the Report Options page of the Print Class Schedule component. Field Field Description Report Options Set the report options to print the information that user wants to display on the schedule of classes report. Report Only Clear this check box to specify that user wants to create a Schedule of Classes report and send the Schedule of Classes report to the file path location in csv format. Select this check box to create a Schedule of Classes report without creating a csv file. If user selects this check box, the File Path field becomes unavailable. Last Updated: October 30, 2013| Page: 294

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Field Description

File Path

In addition to sending report output for this process to a file (through setting preferences in the PeopleSoft Process Monitor), user can also send any additional output files created by this process to a file directory. To send the extract output to a file directory, enter a valid directory path that maps to a folder with appropriate Read/Write permission. If user cannot locate such a folder, they should consult their system administrator

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Unit V: Class Schedule II Unit Introduction This course provides instruction on all the key components of the end user facing process for Schedule of Classes. Each college maintains a Schedule of Classes for each term. The Schedule of Classes is built on the Course Catalog for that college. Once a course has been created in the Course Catalog, is designated as “Approved” and the “Allow to Schedule” function is in effect, that course can be entered into the Schedule of Classes for an upcoming term and session. When a course is added to the Schedule of Classes, certain basic data defining that course in the Course Catalog is automatically populated into the data of that scheduled class. The remaining necessary data, such as section numbers, meeting times, facility locations, instructors, and so forth, can then be associated with the newly created class using the components described in this course.

Course Objectives Upon the completion of this course, learners will be able to: • • • • •

schedule a new course in a given term and session update classes using the Maintain Schedule of Classes component adjust the basic data of classes within a Class Association create and modify Class Permissions create a Combined Section

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Chapter 1 - Schedule a New Course The Schedule New Course component is used to add courses manually to the Schedule of Classes of a college’s term. A highly efficient means of scheduling classes is to copy a prior term’s schedule into the new term, and then make any necessary adjustments. Instruction for copying a prior term’s schedule is included in Chapter 3. The Schedule New Course component described here can then be used to schedule any additional courses that were not offered during the prior term.

Chapter Objectives Upon completion of this chapter, learners will be able to: • •

activate a course from the Course Catalog into the Schedule of Classes schedule one or more section for each component of a course

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Topic 1:

Schedule New Course

The Schedule New Course component is used to add a course to an existing Schedule of Classes. In most cases, a Schedule of Classes for a given term at a given college will already have been created using the Copy Prior Term’s Schedule. If for any reason the Registrar and/or Academic Department determine that a previous term’s schedule cannot be copied to the upcoming term, the Schedule New Course component can be used to create the entire Schedule of Classes. Note: Before a course can be scheduled, the “Course Approved” field on the Offerings page in the Course Catalog must be set to “Approved” and the “Allow Course to Be Scheduled” checkbox must be selected. The Schedule New Course component can be found by navigating to Curriculum Management > Schedule of Classes > Schedule New Course

Step Summary 1. Find an Existing Value (search for a course) in the Schedule New Course component, attaching it to a specific term. 2. Verify that the catalog data for the selected course is populated on the Basic Data page. 3. Enter or select Session in which class is to be scheduled (if there is only one session in this term that session will appear by default). 4. Assign a section number (alpha-numeric value). 5. Graded component from the Course Catalog appears by default; Class Type is set to “Enrollment” by default... 6. Enter class meeting times, days, facilities and instructors on the Meetings page. 7. Set enrollment limits and rules on the Enrollment Control page. 8. Set reserve capacities on the Reserve Capacity page. 9. Link notes to class sections on the Notes page. 10. Schedule exams on the Exam page. If this is a multi-component course offering: 11. Return to the Basic Data page and Add a New Row under “Class Sections.” 12. In the newly created data row, enter or select the same Session as in Step 3. 13. Assign a new section number. 14. Select desired course component (the Graded component, as designated in the Course Catalog, appears by default—select a different component for this new section). 15. Change Class Type from “Enrollment” to “Non-Enroll”—(only one component per offering can be designated “Enrollment”). 16. Repeat steps 6 through 10 for this section. 17. Add additional course components for this offering if necessary, using Steps 11 through 16. If multiple offerings of this course are being scheduled: 18. Continue to Add New Rows for all sections needed to schedule all components of desired additional offerings. 19. Repeat Steps 12 through 16 for all newly created sections (designate Class Type of each primary component “Enrollment,” and all others “Non-Enroll”). 20. Be sure to assign a different Associated Class number (on the Basic Data page) for each set of sections that comprise a single offering. 21. Save.

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Detailed Information Use the Find an Existing Value page to search the Schedule of Classes of a specific college (Academic Institution) and term.

Click on any link across the desired row to access the intended course. Basic Data Use the Basic Data page to enter or select the session within the specified term in which the course is to be scheduled. If the term has only one session, the session field will already be populated. Assign a section number (alpha-numeric value) and verify the basic course data that has been populated from the Course Catalog. The Start and End dates and Holiday Schedule will populate by default upon session entry. Note: The Class Number (Class Nbr) is “0.” When the record is saved, the system generates a unique class number for the newly created section.

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The following tables describe the fields on the Basic Data tab. Class Sections group Field Session (Required)

Class Nbr (Class Number) Class Section (Required) Start/End Date (Required)

Component (Required)

Event ID

Field Description A time frame within a term in which classes are scheduled. Session values for each term (i.e.: “Regular Academic Session,” “Winter,” “12Week,” etc.) are created in the Term/Session table. Enter or select the session in which this course is to be scheduled (if a term has only one session, it will appear by default). Generated by the system and assigned to a class after it is Saved to the Schedule of Classes. This is the number used to register for classes. The class section number provides a unique alpha-numeric value for each scheduled component of each course. The system populates this field by default to the start and end dates of the session (as specified on the Session Table page). The dates for an individual class can be overridden. Indicates style of instruction, such as lecture, lab, seminar, etc. If the course consists of more than one component, the component designated Graded Component in the Course Catalog appears by default, but can be changed to any of the other components within this course. The Event ID is a unique identifier created when a class is scheduled with a Meeting Pattern and Facility ID. Last Updated: October 30, 2013| Page: 300

Field Class Type (Required)

Associated Class (Required)

Campus Location (Required) Course Administrator Academic Organization (Required) Academic Group Holiday Schedule (Required) Instructor Mode (Required) Schedule Print Student Specific Permissions Dynamic Date Calc Required (calculation required) Generate Class Mtg Attendance (Meeting Attendance)

Class Topic group Field

SR Reference Guide Field Description Class Type is “Enrollment” for the primary component of a class. Scheduled sections of course components other than the primary component must be designated Class Type “Non-Enroll.” Associated class numbers link class sections that constitute a single course offering. When scheduling a new section, the system populates the Associated Class field to 1 by default, but can be changed. See Topic 2 below for a full discussion. Field not active—preset to “MAIN” for each college. Linked to Campus value (e.g. “MAIN”). The ID of the person in charge of the course (usually the primary instructor). This field is informational only. The academic division that houses the selected subject. Populated from the Course Catalog. Indicates academic unit or department in which this course is offered. Populated from the Course Catalog. The Holiday Schedule associated with a session in the Term/Session table will appear in this field when a Session is entered or selected above. Indicates whether the class is taught In Person, Fully On-line, or Partially Online. Populated by default to In Person. Select to display this scheduled class online and in the Schedule of Classes report. Enables instructors or administrators to control section enrollment by granting advance add permission to individual students. This checkbox not in use for sections scheduled within normal academic sessions. Select this check box to generate attendance rosters for this class. This value defaults from the Course Catalog - Components page each time a new course is scheduled.

Field Description

Course Topic ID

Enter or select the ID corresponding to a topic defined for this course on the Catalog Data page of the Course Catalog.

Print Topic in Schedule

When a topic ID is entered, this check box becomes available for entry. The system selects this check box by default.

Equivalent Course group Field

Field Description

Course Equivalent Course Group

Equivalent Course Groups are defined on the Course Equivalencies page of Course Catalog. If the course is linked to an equivalent course group on the Catalog Data page, the system displays that information in this field and the Override Equivalent Course check box becomes available for selection.

Override Equivalent Course

Select to override the Catalog Data setting for this class section.

Course Attributes group Field

Field Description

Course Attributes and Course Attribute Value (Required)

The system populates these fields (i.e.: “Clinical,” “Dissertation,” “Independent Study” etc.) from the Course Catalog. These values can be overridden or amended.

Auto Create Component button The Auto Create Component button can be used to create additional sections for the remaining (non-primary) components of a multi-component course, provided the Auto Create checkbox is selected for those components on the Components page of Course Catalog. This is a quick way to create the needed sections to complete a multi-component offering in the Schedule of Classes. Last Updated: October 30, 2013| Page: 301

SR Reference Guide When the Auto Create Component button is clicked, a new row will be added under class sections for each component to be created. These data rows can then be updated to specify Section number, meeting patterns, etc.

Note: The Auto Create Component button adds the non-primary components to the Schedule of Classes only for the first offering scheduled. If multiple offerings are to be scheduled, the remaining sections must be created manually. Add Fee button This button will be used only by the Student Financials (Bursar) Office.

Meetings Use the Meetings page to enter class meeting days and times, facility information, instructors and room characteristics to scheduled class sections. Note: For each Meeting Pattern row, if instructor data (ID, role, access and workload information) is not entered, an instructor ID and corresponding grade roster Access must be selected when users returns to update this section.

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. The following table describes the fields on the Meetings tab of the Schedule New Course component. Meeting Pattern group Field Facility ID Capacity Pat (Meeting Pattern)

Mtg Start (Meeting Start) Mtg End (Meeting End) Meeting Days (MTWTFSS)

Field Description An ID code for the building and room location where the class is to be held. Reflects the seating capacity of the selected facility. Enter or select code of pre-defined meeting patterns (example: MW2 = Monday and Wednesday 100 minutes). Meeting Days checkboxes are automatically selected upon entry of a meeting pattern. Note: Meeting Pattern value table is maintained by the Office of the University Registrar. Enter a meeting start time. (Ex: 8:00AM) If a meeting pattern was selected, the system defaults an end time once a start time is entered. If a meeting pattern was selected, the meeting days will populate. Last Updated: October 30, 2013| Page: 303

Field Start/End Date (Required)

SR Reference Guide Field Description The start and end dates of the session (as specified on the Session Table page). The dates can be overridden for an individual class.

Topic ID

Enter or select an ID for this Meeting Pattern corresponding to a topic defined in the course catalog.

Free Format Topic

A free format topic can be entered if a predefined topic ID is not suitable. Free format topics can only be linked to class meeting patterns. This check box allows course topics to appear on the advisement report.

Print Topic On Transcript

Instructors for Meeting Pattern group – Assignment tab Note: For each Meeting Pattern row, if instructor data (ID, role, access and workload information) is not entered, an instructor ID and corresponding grade roster Access must be selected when users returns to update this section. Field ID Name Instructor Role Print

Access

Contact Empl Rcd# (Employee Record Number) Job Code

Note: •

•

Field Description The ID of the instructor for the course. Populates instructor’s name based on the ID. The instructor role for specified instructor (i.e. Primary, Secondary, TA). When selected, displays the instructor's name on the Schedule of Classes report. The system populates this check box by default to the setting on the Course Catalog - Offerings page. The grade roster access for this instructor. Values are: Approve: Instructor can enter grades and approve the grade roster. Grade: Instructor can only enter grades for the class. Post: Instructor can enter grades, approve the roster, and post the grades. The values entered in this field have no impact elsewhere in the system and are Informational purposes only. Relates job information to instructors for reporting purposes. Unique identification code that is associated with a specific job.

Instructors for Meeting Pattern group – Workload tab. This tab is used by Workload Coordinators at each campus. For each Meeting Pattern, an instructor "ID" and corresponding "Grade Roster Access" must be selected.

Field Assign Type (Assignment Type)

Field Description The system populates the field by default from the Academic Institution 4 page of the Academic Institution Table and can be overridden. Last Updated: October 30, 2013| Page: 304

App Load (Apply Load)

Load Factor Work Load Auto Calc (Calculate)

Assignment FTE %

Room Characteristic group Field Room Characteristic and Quantity

SR Reference Guide Appears on this page if the Calculate Workload check box is selected on the Academic Institution 4 page. Indicates whether the assignment counts toward an individual's total term full time equivalent (FTE) Percentage. If desired, this field can be used to divide one course component into multiple assignments across instructors. The system auto calculates default workload hours. Appears on this page if the Calculate Workload check box is selected on the Academic Institution 4 page. Selecting this check box causes the system to recalculate the workload value any time the user manually updates assignment type or load factor. Appears on this page if the Calculate Workload check box is selected on the Academic Institution 4 page. This value represents the particular assignment's weight based on the 100 percent weekly workload hours or the 100 percent OEE workload hours for the assignment type.

Field Description Use the Room Characteristic field to link room characteristics to classes. The system populates the Room Characteristic field and the Quantity field from the Course Catalog - Components page. The Room Characteristic field is used for interfacing with Resource 25. The maximum quantity of room characteristics for Resource 25 is 96.

Enrollment Control Use the Enrollment Control page to set enrollment limits and to identify any sections the system will use to auto enroll students.

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SR Reference Guide The following table describes the fields on the Enrollment Control tab of the Schedule New Course component. Field

Field Description

Class Status (Required)

The system populates this field to “Active” by default. Class status values are: • Active • Stop Further Enrollment • Cancelled Section, or • Tentative Section. Note: When Stop Further Enrollment, Cancelled Section, or Tentative Section is selected, the system sets enrollment status to Closed. Classes with class status of Stop Further Enrollment, Cancelled Section, or Tentative Section do not appear in class search.

Class Type Add/Drop Consent (Required)

Class Type is populated from the Basic Data tab. Values default from the Catalog Data page and indicate the type of consent, if any, that is required to add or drop the class. Values are: • No Consent: Enter if no special consent is required for a student to add or drop a class. • Instructor: Enter if instructor consent is required. • Department: Enter if department consent is required. Note:

Requested Room Capacity

Enrollment Capacity

Consent can be granted by using class permission numbers or student specific permissions. The consent requirement can be overridden in the enrollment process by setting an override permission option. Requested room capacity for the class. Because the system stores two separate capacity values, this field enables changes to the enrollment capacity without affecting room scheduling. The system populates the Requested Room Capacity field by default from the default section size on the Components page of the Course Catalog – this value can be changed. The maximum number of students who may enroll in this section. For multi-component classes with auto-enroll – make sure that the enrollment capacity for the Lecture equals the total enrollment capacity of all of the associated “enrollment” sections (Recitations or Labs). For combined courses – this number should equal the total number of students allowed to enroll in both classes combined.

1st Auto Enroll Section and 2nd Auto Enroll Section

The system automatically enrolls a student in the section(s) designated here when that student enrolls in the section designated Class Type “Enrollment.” Note: The auto enroll sections must be different components from the parent section, must be designated Class Type “Non-Enroll,” and must share the same Associated Class number as the parent section.

Wait List Capacity

The wait list capacity for the section indicates the maximum number of students allowed to wait list for the class.

Minimum Enrollment Nbr (Minimum Enrollment number)

Enter the minimum enrollment number in order for the section to be offered. If the minimum enrollment number is not realized, a decision may be made to cancel the section. This field is for informational purposes only.

Total

The system displays the current totals of students enrolled, and on the wait list, for this section.

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Field Description

Resection to Section

The alternative section in which the system automatically enrolls a student if the primary section is full. Select to enable the Wait List process to move students from the wait list to enrolled status when a space opens up in the section

Auto Enroll from Wait List Cancel if Student Enrolled

If selected, the system will process a request to cancel a class section regardless of whether students have already enrolled in the section. If this check box is not selected and an attempt to cancel a section in which students have enrolled is made, the system prevents the change from posting, keeping the class status active.

Cancel Class Button

Click the Cancel Class button to cancel the class. The Class Status must be “Cancelled Section” (if any other Class Status is in effect, the Cancel Class button will be disabled). The button processes one section cancellation at a time. If user wants to cancel multiple sections, they must post their request for each section that they want to cancel.

If user wants to cancel the section regardless of whether students are enrolled, they must select the Cancel if Student Enrolled check box. Doing so, however, drops any students who are enrolled in the section. Note: Upon cancellation the students enrolled in the class are dropped and are flagged with an enrollment status reason of “CANC”. This is used by 3C engine to send affected students a communication of dropped enrollment and cancelled class via their campus email. Included in the communication are students Name, CUNY ID and the course subject and class number. Reserve Capacity Use the Reserve Capacity tab to reserve seats for students who meet specified criteria such as a particular major (plan), academic level, and number of units (credits) completed, or other qualifying conditions. Last Updated: October 30, 2013| Page: 307

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The following table describes the fields on the Reserve Capacity tab of the Schedule New Course component. Field Reserve Capacity Sequence

Field Description The system creates the reserve capacity sequence number indicating the order in which it evaluates the sets of requirement groups during enrollment. This number can be changed. If user wants to set up more than one requirement group for more than one start date, they must set up each one under its own sequence number.

Enrollment Total

Reflects the total number of students enrolled as part of this reserve capacity sequence.

Reserve Capacity Requirement Group Field Field Description Start Date

The effective date that the specified Requirement Group is to take effect for this reserve capacity. If additional rows are added, the system obeys the most recent Start Date.

Requirement Group

Enter or select the Requirement Group that is to take effect on the specified start date within this Reserve Capacity. • •

•

Values for requirement groups are defined through the Enrollment Requirement Group component. Students who attempt to enroll in the class and who satisfy the reserve capacity requirement group specified will be permitted to enroll. In order to set various enrollment capacities, or to discontinue the reserve capacity as of a certain date, user can add rows for the same requirement group with a later effective date. For example, if user wants to change a reserve capacity for a class on a specific date, they can add a second row to the sequence with a Start Date value equal to the expiration date, and enter a new enrollment capacity for the row. User can also use this method to expire reserve capacities (instead of deleting the reserve capacity sequence and losing historical data). Under the same reserve capacity sequence, simply insert a new effective-dated row with the date that user wants the reserve capacity to expire, then enter the same requirement group number and set the enrollment capacity to 0.

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Field Cap Enrl (Capacity Enrollment)

SR Reference Guide Field Description The maximum number of seats to be reserved for students who satisfy the requirement group parameters. The system combines the values of the most recent row of each requirement group.

•

The system does not combine this value with other capacity enrollment values within the same sequence number unless the requirement group is different. Otherwise, the system only combines the most current row for each reserve capacity sequence

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SR Reference Guide Notes Use the Notes page to select or create notes that will appear on the Schedule of Classes report to provide students information regarding the class.

The following table describes the fields on the Notes tab of the Schedule New Course component. Field Sequence Number

Print Location Even if Class Not in Schedule Note Nbr (Note Number)

Free Format Text

Field Description The system creates a Class Notes sequence number. The number determines the display order of the class notes for a section if there are multiple notes. This number can be overridden. Designates the print location of the note: either Before the class listing, or After it. This checkbox is not currently in use and selecting it has no effect. A pre-existing class note can be looked up or its number can be entered here; the corresponding note appears in the box to the right and will be printed in the Schedule of Classes report. Pre-existing notes and their corresponding number values are defined on the Class Notes Table. A note to appear in the Schedule of Classes report can be entered here, in lieu of any pre-existing note selected above.

Copy Note and Clear Note Buttons Once a pre-existing note has been selected, clicking the Copy Note button copies the note into the Free Format Text field below (and the upper field becomes blank). The note can now be edited for this particular section when it is listed in the Schedule of Classes report. The Clear Note button clears the Free Format Text field. Exam Use the Exam page to manually schedule exams for class sections. Last Updated: October 30, 2013| Page: 310

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The following table describes the fields on the Exam tab of the Schedule a New Course component. Class Sections group Field Exam Seat Spacing

Class Exam group Field

Field Description The number of spaces between students’ seats in an exam. The system populates the Exam Seat Spacing field from the Course Catalog Components page. This field is for informational purposes only.

Field Description

Exam Time Code

Exam Time Code values are defined in the Exam Code Table component (see Chapter 4 below). By entering a pre-defined Exam Time Code, the system automatically populates Exam Date, Exam Start, Exam End, and Class Exam Type.

Combined Exam

Select to indicate that this exam can share a facility with another exam. If the Combined Exam check box is not selected, the system verifies that there are no conflicts in room and time period scheduling. The stated room and time period is used for only one class exam.

Exam Date, Exam Start, Exam End, Class Exam Type, and Facility ID Exam Date (Required)

If an exam time code is not selected, values can be entered manually in the Exam Date, Exam Start, Exam End, Class Exam Type, and Facility ID fields.

Exam Start Exam End Class Exam Type (Required) Facility ID Building Room

Date of exam in standard date format – MMDDYYY. If not populated from use of the Exam Time Code, a date can be entered manually. Start time – ex: 8:00AM. If not populated from use of the Exam Time Code, a time can be entered manually. End time – ex: 10:00AM. If not populated from use of the Exam Time Code, a time can be entered manually. Type of Class Exam, (i.e. Final, Make-up). If not populated from use of the Exam Time Code, a Class Exam Type can be selected manually. ID of the facility (building and room) in which the exam is to be held. The system performs facility conflict checking when the page is saved. Based on the Facility ID, the system reflects the building in which the facility is located. Based on the Facility ID, the system reflects the room in which the exam will be held.

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The following table describes the fields on the Textbook tab of the Schedule a New Course component. Field Textbook Assignment Status

No textbooks assigned to class

Copy Textbooks

Field Description Select Pending to indicate that the textbook data that user is entering for the class is not final. The system displays pending textbook information to administrators, instructors and advisors only. Students and visitors cannot view pending textbook information. They receive a message: “Textbooks to be determined”. Note: Pending is selected by default. Select Textbook entry complete after user has completed entering textbook assignments. This option indicates that the textbook data is final. When user selects this option, the textbook data is available to all users, including students and visitors. Select this check box if no textbooks are to be assigned to the class section, for example, no textbooks is required for MUSIC 398, Individual Instruction. Note: The Textbook Assignment Status must be set to Textbook entry complete, in order for students to view the message: “No textbooks required for this class.” Click this button to copy the textbook and special instructions from another class to the current class. The copied assignments replace any existing assignments and special instructions for the current class.

Course Material Tab:

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Field Course Material Type Course Material Status ISBN Title Author

Field Description For each course material assignment, enter the course material type. Examples include textbook, article, and other course materials. Enter the course material status. The values are Required and Recommended. Enter the ISBN number (if applicable) for the Course Material Type.

Details Tab: The values in the Course Material Type, Course Material Status, and Title fields are carried forward from the Course Materials tab

Field

Field Description

Year Published Price Currency Code

Enter the year that the course material edition was published. Enter the recommended retail price. Enter or lookup the currency code. (Keep the default value of USD : United States Dollar)

Notes Tab: The values in the Course Material Type, Course Material Status, and Title fields are carried forward from the Course Materials tab

Field

Field Description

Course material Notes

If needed, enter notes for the course material type.

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Topic 2:

View/Update Textbook Data

The CUNY Textbook Data component can be used to expedite text book data entry for the scheduled classes for a Term. The CUNY Textbook Data component can be found by navigating to CUNY > Campus Solutions > CS Extensions > CUNY Textbook Data

Step Summary 1. Navigate to the CUNY Textbook Data component. 2. Select or enter the Academic Institution, term, subject area, and/or academic career for which textbook data needs to be updated. 3. Click the Search button. 4. Select the desired class section and enter the textbook data 5. Save.

Detailed Information Use the Find an Existing Value page to search for the subject area, using Academic institution, term and/or career.

The results will be all classes for a subject area that are offered for the particular term/session:

Field Show All (radio button) Show Only Not Submitted (radio button)

Field Description Filter the class result grid to show all classes (this is the default state) Filter the class result grid showing only those class sections with a ‘Pending’ status Click the icon to navigate to textbook data entry page for desired row

(icon) Subject

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SR Reference Guide Field Catalog# Class# Section Class Title Instructor Enrolled Status

Field Description Catalog number for the course Class number of course offered in a particular term/session. Class Section of a course offered in a particular term/session Class description Instructor(s) assigned to the class Total enrollment for the class Textbook data entry status: • Pending: Not Submitted. • Complete • No text required

CUNY Textbook Data Select the icon to navigate to CUNY Textbook Data page. textbook data for sections of scheduled classes.

Field Search (button)

Use the CUNY Textbook Data page to view/update

Field Description Click to search for textbook data from Bowker.com Note: In order to use this functionality, the user’s browser must have pop-up blocker turned off – i.e., pop-up windows must be allowed.

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Field Textbook Assignment Status

SR Reference Guide Field Description Pending is selected by default –which indicates that data entered is not finalized. The system displays pending textbook information to administrators, instructors and advisors only. Students and visitors cannot view pending textbook information. They receive a message: Textbooks to be determined. Select Textbook entry complete if textbook data entry is complete. This option indicates that the textbook data is final.

No textbooks assigned to Class (checkbox)

Copy Textbooks (button)

Course Material Type Status Title ISBN

When user selects this option, the textbook data is available to all users, including students and visitors. Select this check box if no textbooks are to be assigned to the class section, for example, no textbooks is required for MUSIC 398, Individual Instruction. The Textbook Assignment Status must be set to Textbook entry complete, in order for students to view the message: No textbooks required for this class. Click this button to copy the textbook and special instructions from another class to the current class. The copied assignments replace any existing assignments and special instructions for the current class. For each course material assignment, enter the course material type. Examples include textbook, article, and other course materials. Enter the course material status. The values are Required and Recommended. Enter the Title for the Course Material. Enter the ISBN number (if applicable) for the Course Material.

Year Published Price Currency Code

Enter the year that the course material edition was published. Enter the recommended retail price.

Course material Notes

If needed, enter notes for the course material type.

Special Instructions

If needed, enter any special instruction that should be displayed in the schedule of classes.

Enter or lookup the currency code. (Keep the default value of USD : United States Dollar)

Copy Textbooks button Click this button to copy the textbook and special instructions from another class to the current class. The copied assignments replace any existing assignments and special instructions for the current class. When the user selects the “copy textbook”, a warning appears notifying the user that all current data will be replaced by whatever data is chosen:

• •

Selecting “Cancel” returns the user to the textbook data page. Selecting “OK” sends the user to the class search page where the user can search and identify the class/class section from which the textbook data will be copied. o If searching for textbook data from class from a previous term, it is recommended to uncheck the “Show Open Classes Only” checkbox so that all classes are displayed.

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When the search results appear, select the “select class” button to choose the class section from which to copy the textbook data.

Once all data is entered for the particular section, select the “Textbook entry complete” radio button and click OK. It is important that this be done, as the data will not display until it is marked complete.

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Search button Selecting the “Search” button will open a new pop-up window – the search window: Note: In order to use this functionality, the user’s browser must have pop-up blocker turned off.

How to search for and add books In the input area enter the text to search for: Title, author, ISBN, and/or keywords. For best results when entering ISBN numbers, enter them with an 'ISBN' + space + actual number (e.g. ISBN xxxxxxxxx). Click the 'Search' button to perform the search. If results are found, they will appear underneath the search box. Initially only the first result is displayed.

o

o

Three icons will appear allowing users to switch between 

showing one result :



four results per page :

and

 All results; Depending on the number of results found, page numbers may appear allowing user to page through the search results.

Click the "Select" link or the check mark icon next to any of the results that user wants to select for the class. To discard the search results and perform another search, click the ‘X’ icon next to the 'Search' button. Click Save to save textbook data.

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Topic 3:

Create/Update Topic(s) for a Class

Multiple topics can be set up at the Course level and can be selected from the Course Topic dropdown when scheduling classes. The Schedule New Class component can be found by navigating to Curriculum Management > Schedule of Classes > Schedule New Course

Step Summary: 1. Find an Existing Value (search for a course) in the Schedule New Course component, attaching it to a specific term. 2. Verify that the catalog data for the selected course is populated on the Basic Data page. 3. Enter or select Session in which class is to be scheduled (if there is only one session in this term that session will appear by default). 4. Assign a section number (alpha-numeric value). 5. Enter or lookup course Topic ID or use the Free Format Topic filed on meetings tab to enter topic/theme for the class. 6. Graded component from the Course Catalog appears by default; Class Type is set to “Enrollment” by default... 7. Enter class meeting times, days, facilities and instructors on the Meetings page. 8. Set enrollment limits and rules on the Enrollment Control page. 9. Set reserve capacities on the Reserve Capacity page. 10. Link notes to class sections on the Notes page. 11. Schedule exams on the Exam page.

Detailed Information Basic Data Use the Basic Data page to select the Topic ID for the Learning Community. Before users can lookup Course Topic ID, it must be defined at the Course Catalog level.

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SR Reference Guide Meetings If Topics IDs are not defined at the Catalog Level, user can enter the topic description in the Free Format Topic field and (Optional) select Print Topic on the Transcript checkbox

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Chapter 2 - Update Scheduled Classes Once a class has been scheduled in a given term and session, there are a variety of ways the data defining that class can be updated. Data pertaining to a scheduled class can be updated using one of three components in CUNYfirst: 1. Maintain Schedule of Classes 2. Schedule Class Meetings 3. Update Sections of a Class The difference between these components is the search view used to return courses. • • • •

The Schedule New Course component displays all courses available to schedule. Maintain Schedule of Classes component only displays courses that have already been scheduled for the term. Instead of having to search through the list of all available courses, user can use the Maintain Schedule of Classes component to view just those courses they have already scheduled. The Schedule Class Meetings component displays individual class sections that have been scheduled. Update Sections of a Class Section component displays a snapshot summary of section information for a class. User can use this component to view and make changes to individual class sections so that when they save any changes to a section the system performs the save process faster.

Note: It is possible to update the same data in more than one of these components, leaving the choice of component to the user. As discussed in the topics below, it will sometimes be easier and more efficient to use one of the components rather than another, depending on the nature of the process being performed.

Chapter Objectives Upon completion of this chapter, learners will be able to: • • •

modify class meetings, enrollment controls, reserve capacities, notes and exams for a class in the Maintain Schedule of Classes component create or modify meeting patterns and details, and schedule exams for specific sections of a scheduled class in the Schedule Class Meetings component. update the class status, enrollment controls, and class associations for specific sections of a scheduled class in the Update Sections of a Class component.

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Topic 1:

Maintain Schedule of Classes

The Maintain Schedule of Classes component is used to: • •

add one or more sections to a class already scheduled modify data in the existing sections of a scheduled class.

Note: All the pages and fields in the Maintain Schedule of Classes component are identical to the pages and fields found in the Schedule a New Course component. The single difference is that the Maintain Schedule of Classes component can access only classes that are already scheduled, while the Schedule New Course component searches the Course Catalog for any course that is ready to be added to the schedule.

The Maintain Schedule of Classes component can be found by navigating to: Curriculum Management > Schedule of Classes >Maintain Schedule of Classes

Step Summary 1. Navigate to the Maintain Schedule of Classes component. 2. Use Find an Existing Value page to search for a scheduled class. 3. Modify necessary data values on the Basic Data, Meetings, Enrollment Control, Reserve Capacity, Notes and Exam Pages. 4. Save.

Note: For each Meeting Pattern row, if instructor data (ID, role, access and workload information) is not entered, an instructor ID and corresponding grade roster Access must be selected when users returns to update this section.

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Detailed Information Use the Maintain Schedule of Classes component to add sections to a scheduled class, or to make changes to class meetings, enrollment controls, reserve capacities, notes and exam schedules for existing sections of a scheduled class.

Note: Some of the data fields that can be updated in this component can also be updated in other components. For example, meeting patterns can be created or modified here--or in the Schedule Class Meetings component--and the results will be the same. There will be cases where greater efficiency is afforded both to the user and to the system itself if one component is used rather than another.

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Topic 2:

Update Scheduled Class Meetings

When a course is added for the first time to the Schedule of Classes in a given term and session, using the Schedule a New Course component, the meeting patterns, instructor assignments and exam schedules for each of the created sections can be established at that time or can be added later. They also may be updated at any time. Class meeting information can be entered or modified for sections of a class already existing in the Schedule of Classes either through the Maintain Schedule of Classes component or through the Schedule Class Meetings component discussed here. Note: An advantage of using the Schedule Class Meetings component is that we can open, view and modify the meeting data for a single section of a class, and then (if necessary) easily navigate among the other sections of that class to add or update the meeting data of those other sections The Schedule Class Meetings component is found by navigating to Curriculum Management > Schedule of Classes > Schedule Class Meetings

Step Summary 1. Navigate to the Schedule Class Meetings component. 2. Use the Find an Existing Value page to search for the section of the class for which meeting information needs to be set or modified. 3. Select the desired section. 4. Add or update meeting, instructor or exam schedule information. 5. Save. 6. Navigate (if necessary) to other sections using the Next in List and/or Previous in List buttons. 7. Repeat (if necessary) Steps 4, 5 and 6. 8. Save.

Detailed Information Use the Find an Existing Value page to search for the class whose meetings are to be created or modified.

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Meetings The Meetings page of the Schedule Class Meetings component is identical to the Meetings page of the Maintain Schedule of Classes component, except that it displays only one section of the class. The Previous in List and Next in List buttons can be used to navigate to other sections, if necessary. Use the Meetings page to enter or update class meeting days and times, facility information, instructors and room characteristics to scheduled class sections. Note: For each Meeting Pattern row, if instructor data (ID, role, access and workload information) is not entered, an instructor ID and corresponding grade roster Access must be selected when users returns to update this section.

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SR Reference Guide Enrollment Control On the Enrollment Control page, the only field that can be modified is Class Status. The other data found on this page is read-only and can only be modified using the Maintain Schedule of Classes component, or the Update Sections of a Class component.

Note:

Only a class whose Class Status is “Active” will appear in the Class Search.

The Class Status may be changed to one of the following: • • • • Note: • •

Active Cancelled Section Stop Further Enrollment Tentative Section

To modify other fields found on this page, use the Maintain Schedule of Classes component or the Update Sections of a Class component. Upon cancellation the students enrolled in the class are dropped and are flagged with an enrollment status reason of “CANC”. This is used by 3C engine to send affected students a communication of dropped enrollment and cancelled class via their campus email. Included in the communication are students Name, CUNY ID and the course subject and class number.

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SR Reference Guide Exam The Exam page of the Schedule Class Meetings component is identical to the Exam page of the Maintain Schedule of Classes component, except that, as noted above, only one section is displayed. The Previous in List and Next in List buttons can be used to navigate to other sections, if necessary.

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Topic 3:

Update Sections of a Class

The Update Sections of a Class component is used to update the following data in the sections of a scheduled class: • • • • •

Class Type Class Status Associated Class number Enrollment controls Add/Drop Consents

This data can be updated either in the Maintain Schedule of Classes component, or in the Update Sections of a Class component discussed here. Note: An advantage of using the Update Sections of a Class component is that the data fields are arranged in individual rows (one for each section), making it easier to identify and update only those fields whose values are to be changed.

The Update Sections of a Class component can be found by navigating to Curriculum Management > Schedule of Classes > Update Sections of a Class.

Step Summary 1. 2. 3. 4.

Navigate to the Update Sections of a Class component. Use the Find an Existing Value page to search for the class whose sections are to be updated. Update the class status, enrollment controls or class associations of the appropriate sections of the class. Save.

Detailed Information Use Find an Existing Value to search for the section of the class that is to be updated.

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SR Reference Guide Class Status Use the Class Status page to update Class Type, Class Status, Association Numbers and other enrollment controls.

The following table describes the fields on the Class Status page of the Update Class Sections component. Field Class Type

Field Description Scheduled sections of a course component which is the primary component, and which is to be linked with a student’s enrollment must be designated Class Type “Enrollment” (code “E”). Scheduled sections of course components other than the primary component must be designated Class Type “Non-Enroll” (code “N”).

Class Status

Class status values are : Active, Stop Further Enrollment, Cancelled Section, or Tentative Section. The Schedule of Classes report allows the selection and printing of only Active classes or only Inactive classes. When user selects Stop Further Enrollment, Cancelled Section, or Tentative Section, the system sets enrollment status to closed. Classes with class statuses of Stop Further Enrollment, Cancelled Section, or Tentative Section do not appear in class search Associated class numbers link class sections that constitute a single course offering. A special associated class number, 9999, enables a section to be associated with any other section. However, this associated class number can only be used for nongraded components.

Assoc (Class Association)

Auto Enrl 1 (Auto Enroll 1) and Auto Enrl 2 (Auto Enroll 2)

The system automatically enrolls students in the other sections of a single offering when that student enrolls in the section designated Class Type “Enrollment” on the Basic Data page and those sections are entered here. The auto enroll sections must have a different component from the parent section and must be designated Class Type “Non-Enroll,” but must share the same associated class number as the parent section.

Resection

The alternative section in which the system automatically enrolls a student if the primary section is full.

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SR Reference Guide Field Add/Drop Consent

Schd Print (Schedule Print)

Field Description Values default from the Catalog Data page and indicate the type of consent, if any, that is required to add or drop the class. Values are: No Consent: Select if no special consent is required for a student to add or drop a class. Instructor: Select if instructor consent is required. Department: Select if department consent is required. Consent can be granted by using class permission numbers or student specific permissions. The consent requirement can be overridden in the enrollment process by setting an override permission option. Select to display class online and in the Schedule of Classes report.

Class Enrollment Limits Use the Class Enrollment Limits page to set enrollment capacities for sections of a class.

The following table describes the fields on the Class Enrollment Limits page of the Update Class Sections component. Field Enrl Cap (Enrollment Capacity)

Field Description The system populates the Enrollment Capacity field by default from the Default Section Size field on the Components page of the Course Catalog component.

Enrl Tot (Enrollment Total)

The system displays the current total of students enrolled for this section.

Wait Cap (Waitlist Capacity)

The wait list capacity for the section indicates the maximum number of students allowed to wait list for the class.

Wait Tot (Waitlist Total)

The system displays the current total of students on Waitlist for this section.

Min Enrl (Minimum Enrollment)

The minimum enrollment number in order for the section to be offered. If the minimum enrollment number is not realized, a decision may be made to cancel the section. This field is for informational purposes only.

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Topic 4:

Cancel Class & Send Communication

Upon cancellation of a class, the students enrolled in the class are dropped and are flagged with an enrollment status reason of “D” and enrollment status reason of “CANC”. Below is the business scenario pertinent to this process:

Cancel Class (Delivered)

Select affected students (Custom)

Self-Service Enrollment

Notify Students (Pop Select – Custom Data Source)

Class Cancel Communication

Step Summary 1. 2. 3. 4. 5. 6. 7. 8.

Navigate to the schedule class meetings component. Use the Find an Existing Value page to search for the class whose sections are to be cancelled. Go to Enrollment control tab, cancel the desired section Navigate to 3C Engine to assign communication to the student who were registered for the cancelled section Select the students to assign communication regarding class cancellation Navigate to Communication Generation to generate email communication. Send notification to the students who have been selected for communication assignment. Save.

Detailed Information Navigate to: Curriculum Management > Schedule of Classes > Schedule Class Meetings

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SR Reference Guide Use the Find an Existing Value page to search the Schedule of Classes of a specific college (Academic Institution) and term.

Click on any link across the desired row to access the intended course. Class Cancellation Navigate to the desired section using the back and forward arrows. The Enrollment Control page Use the Enrollment Control page to cancel a scheduled class: 1. Check the Cancel if Student Enrolled checkbox. 2. Change the Class Status to Cancelled. 3. Click the Cancel Class button.

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SR Reference Guide Cancel Class Button

Click the Cancel Class button to cancel the class. The Class Status must be “Cancelled Section” (if any other Class Status is in effect, the Cancel Class button will be disabled). The button processes one section cancellation at a time. If user wants to cancel multiple sections, they must post their request for each section that they want to cancel.

If user wants to cancel the section regardless of whether students are enrolled, they must select the Cancel if Student Enrolled check box. Doing so, however, drops any students who are enrolled in the section. After the cancellation verify that the enrollment is now zero.

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Field

Field Description

Class Status (Required)

The system populates this field to “Active” by default. Class status values are: • Active • Stop Further Enrollment - doesn’t display in class search • Cancelled Section – doesn’t display in class search, or • Tentative Section – doesn’t display in class search. Note:

When Stop Further Enrollment, Cancelled Section, or Tentative Section is selected, the system sets enrollment status to Closed. Classes with class status of Stop Further Enrollment, Cancelled Section, or Tentative Section do not appear in class search.

Total

The system displays the current totals of students enrolled, and on the wait list, for this section.

Cancel if Student Enrolled

If selected, the system will process a request to cancel a class section regardless of whether students have already enrolled in the section. If this check box is not selected and an attempt to cancel a section in which students have enrolled is made, the system prevents the change from posting, keeping the class status active.

Communication After class cancellation, the affected students for a given class will be selected for communication. All students in this population will be informed about the cancelled class. The communication will include the cancelled classes and instructions for students to see an advisor or attempt to re-enroll through Self-Service. The students are then expected to go to Self-Service and enroll in a different section. Assign Communications to Students After class has been cancelled, use 3C Engine and Population Selection to assign communications to the affected students. Note: Office of University Registrar has defined queries that will be used to assign communications to students who have been cancelled from classes. Upon cancellation the students enrolled in the class are dropped and are flagged with an enrollment status reason of “D” and enrollment status reason of “CANC”. CU_CS_SR_3C_CANCEL Query will be used to select these students. The 3C Engine component can be found by navigating to Campus Community > 3C Engine > Run 3C Engine Last Updated: October 30, 2013| Page: 334

SR Reference Guide Use the Add a New Value tab to create a new Run Control ID for this process (or Find an Existing Run Control ID).

Select 3C Engine Parameters tab to define 3C criteria.

Field Population Selection

Administrative Function

Selection Tool

Field Description Select to use the Population Selection process to identify the IDs for the 3C engine to process for the event that user specifies. When selected, the Event Selection and Population Selection group boxes become available. Enter the functional area of the data to process. The field values that appear or become available on the rest of the page are based on the administrative function that user enters. Displays the type of tool that user selected. (for this process CUNY is using PS_Query as the selection tool)

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Field Query Name

SR Reference Guide Field Description Only queries valid for the specific process are available. Limiting the prompt list to valid queries ensures that users select IDs with the appropriate data needed for running the process. Valid queries use a data source record listed in the context definition.

Use Manage Duplicate Assignment page to further define the process criteria:

Field Check Duplicate Communication

Field Description Select this check box to require the 3C engine to determine if a communication is a duplicate before assigning it. When this option is selected and no additional conditions are specified, the engine does not assign the duplicate if it finds that a communication of that letter code is already assigned.

Variable Data

When this check box is not selected, the engine assigns the communication, whether or not it is a duplicate. Specify the variable data conditions under which duplicates should not be assigned. Match: If a communication matches a previously assigned communication and they have matching variable data, do not assign the communication. Do Not Match: If a communication matches a previously assigned communication and their variable data do not match, do not assign the communication. (Blank): Do not consider variable data.

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Field Communication Status

SR Reference Guide Field Description Specify the communication status under which duplicates should not be assigned. Completed: If a communication matches a previously assigned communication for which the status is completed, do not assign the communication. Not Completed: If a communication matches a previously assigned communication for which the status is not completed, do not assign the communication. (Blank): Do not consider communication status.

Run process Click the Run button to assign communication to the selected students. For further instruction on running a process or report see Appendix.

Produce Communications The Communication Generation process is used to produce communications. Students will be sent communication via emails. The Communication Generation component can be found by navigating to Campus Community > Communications > Communication Generation Use the Add a New Value tab to create a new Run Control ID for this process (or Find an Existing Run Control ID).

Select Selection Parameters tab to define communication generation criteria.

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Field ID Selection Selection Tool Query Name

Field Description Select the type of IDs to process: All IDs, All Person IDs, One Person ID, All Org IDs, One Org ID, or Population Selection. Select “PS Query" from the drop down list. Enter the name of the query that was created to identify the population that will be assigned to the selected student group. Only queries valid for the population selection process are visible in the drop down box. Limiting the prompt list to valid queries ensures that users select queries with the appropriate data needed for running the process.

Letter Code

Administrative Function

For Communication Generation, valid queries use a data source record listed in the context definition. For Population Selection, valid queries include specific bind records. Enter the letter code to use. Only letter codes set up for the Communication Generation process and that are currently assigned to the specified IDs are available. Displays the administrative function associated with the letter code.

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Field Report Name, Data Source ID, and Template List

SR Reference Guide Field Description Only the reports to which the report definition gives user security access, are available. If the letter code is associated with only one report, the system displays the report name, the data source file, and a list of the templates associated with that report.

View Report Definition

Enclosure Code, Data Source ID, and Template List

Refresh Enclosure List

Use Default Template or Do Not Produce Communication

Specified and Language, or Preferred

If the letter code is associated with more than one report, click Report Name to select the additional reports to use. When user selects a report, the system displays the list of templates associated with that report along with the language and method for which the template is created. The Template List group box shows which template to use as a default template if no template is specified. Click to open a new browser window displaying the Report Definition search page. In the new browser window, enter the report name or other information about the definition that user wants to view and click Search to access the Report Definition component for the report. View the definition to confirm that it is the definition that user wants to make available and to preview the templates. User can make changes to the report definition if they have security access to the page. If the letter code includes softcopy enclosures for the IDs, the system displays each enclosure code and its relevant information. Enter the report name to use for each enclosure. If no softcopy enclosures are included, the system collapses the group box. Click to cause the Enclosures Assigned (Softcopy) section to include all available softcopy enclosures including enclosures that were added to the system since the last refresh of the process run control ID. Refresh the list of enclosures periodically to make sure user is processing the communications appropriately in scheduled runs of the process. Not refreshing the list could result in producing missing enclosures for some IDs. Select an option to specify what to do if the language and method combination to use for an ID is not listed in the template list for the report name selected. Select Use Default Template to use the template set as the default inside the report ID, or select Do Not Produce Communication not to produce the communication for an ID where no template is found. The system selects the Specified option by default and sets the Language field to the base language that was set at installation. User can change the language to use; however, the Template List group box for the main letter code must include a template that uses the language that user specifies. If institution supports language preferences, user can select Preferred to cause the system to evaluate and use the preferred language of each ID if any. When Preferred is selected, the Language field becomes unavailable. If institution did not set communication preferences to Support multiple languages on the Installation CC page, then the system automatically selects the Specified option and makes both the Specified and Preferred options unavailable. User must specify the language to use.

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Field Specified and Method, or Preferred

SR Reference Guide Field Description The system selects the Specified option by default and sets the Method field to Letter. User can change the specified method; however the Template List group box for the main letter code must include a template that uses the method that they specify. If institution supports method preferences, user can select Preferred to cause the system to evaluate and use the preferred method of each ID. When Preferred is selected, the Method field is unavailable. If institution did not set communication preferences to Support multiple methods on the Installation CC page, then the system automatically selects the Specified

Use Process Parameters tab to define parameters for communication generation:

Field Address

Address Name

Salutation

Extra Name

Org Recipient Contact Name Communication Date System Date User Supplied Date

Field Description Enter the type of address, from the Address Usage page, to extract for this communication. User can list address types in a preferred search-and-use order. For example, if user lists an address usage that contains Mailing, Billing, and Home address types, the system searches for the mailing address first; if none exists, then the billing address; if none exists, the home address last. Note: If the Communication Generation process encounters IDs that are set to receive an email but the address usage does not include email types, the process cannot send the email and therefore will not generate the communication for those IDs. Enter the type of name, from the Name Usage page, to extract for the address section of this letter. As with addresses, user can list address name types in a preferred searchand-use order. Enter the type of name, from the Name Usage Table page, that the system should extract for use in the opening or salutation of this communication. For example, user might want to use the individual's primary full name in the address section of the letter, but use his preferred first name in the salutation (Dear Dave). As with addresses, user can list salutation name types in a preferred search-and-use order. The extra name is an additional way to extract name data using the name usage. For example, user might want to use the individual's primary full name in the address section of the letter (Mr. Juan M. Dominguez), his preferred first name in the salutation (Dear Juan), and his last name in the text to say “We are sure the Dominguez family will enjoy participating in this event.” As with addresses, user can list ID name types in a preferred search-and-use order. Enter the usage to evaluate to find and retrieve the recipients to use for the organization communication. Enter the usage to evaluate to find and retrieve the name type to use in the output for each organization recipient contact. Select to use the date when the communication was assigned as the communication completed date Select to use the current system date as the communication completed date. Select to use the specified date as the communication completed date. User must supply the desired date

Use Email Parameters to indicate who is sending the communication and other related information.

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Field Email

Field Description Enter the email address of the person or entity that is sending the email. This email address will replace any default email address that institution's server might use to indicate from whom an email was sent. User can use this for cosmetic appearance. For example, if the Registrar Office sends the email, user might enter [email protected]. The email address may be valid or not. If it is not, then the template should include text similar to: This email was sent by an automated system. Do not reply to this email address.

Reply to, Sender, and Bounce to

This field is required if the communication method usage is Specific Email or Preferred. (Optional) Enter values if the institution's email service uses these fields when sending emails. The Reply to email address must be valid. This is the email address that will appear when the recipient replies to the sender. It overrides the From email address.

Importance and Sensitivity

The Bounce To address is a valid email address set to receive all emails that do not send successfully. Options that user selects in these group boxes appear in the email transmission for the recipient to see.

Run process Click the Run button to send email notifications to students. For further instruction on running a process or report see Appendix.

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Chapter 3 – Class Associations/Auto Enroll Class Association numbers are used to link all the component sections of a class that constitute a single offering. Once a class has been scheduled and its component sections are linked to appropriate class association numbers, the Adjust Class Associations page can be used to modify certain basic data that was carried forward from the Course Catalog into the scheduled classes.

Chapter Objectives Upon completion of this chapter, learners will be able to: • • •

Modify the basic course data (carried forward from the Course Catalog) of an Association of components constituting a single class offering in the Schedule of Classes without altering that basic data in the Course Catalog. Modify certain data elements defining the individual components within an association of classes (i.e. Grading Basis, Contact Hours, Final Exam, etc.). Establish a class requisite for a specific association of components, either in addition to or instead of any catalog requirement.

Note: Many of the data fields that can be updated in the Adjust Class Associations component can also be updated in the Maintain Schedule of Classes component. An advantage to using the Adjust Class Associations component is that the data is organized by Association Number, and all the data of each association and its component sections can be can be viewed/updated as a distinct unit. Also, this is the only component in which Class Requisites can be defined for a specific class, along with--or instead of--Catalog requisites

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Topic 1:

View/Update Associations

Associated Class Numbers are used to relate the sections of a scheduled class that together comprise the components of a single offering. The Associated Class Number field found on the Basic Data page of the Schedule of Classes, defaults to “1” and can be changed to any number up to four digits in length. The Adjust Class Associations component can be found by navigating to Curriculum Management > Schedule of Classes > Adjust Class Associations

Step Summary 1. 2. 3. 4.

Navigate to the Adjust Class Association component. Use the Find an Existing Value page to search for the class whose sections are to be updated. Update class type and Associated Class number for the appropriate sections of the class. Save.

Detailed Information

•

•

Class Type (Required): Indicates whether the section is open to manual Enrollment or is Non-Enrollment (system-driven enrollment). For classes with multiple components such as labs and/or discussions, only one component can have a Class Type of Enrollment. The Non-Enrollment option should be selected for all other components associated with the section set as the Enrollment component. Associated Class (Required): Links all class sections that constitute a single course offering. For example, a course has one Lecture component and multiple Lab and Discussion sections from which the student can select. All of the Lab and Discussion sections of that particular offering will have the same Associated Class number as the Lecture component. This ties all of the components together in the Oracle PeopleSoft system. When the student enrolls in a class, the system verifies that the student has enrolled in a section of all required components of the course within the same Associated Class number. The system default is “1” whenever a section is added but can be manually changed to any number, one through four digits in length.

If a course consists of more than one component (i.e.: Lecture, Lab, Discussion), when the enrollment for those scheduled component sections need to be linked (that is, they are meant to be taken together), they should all be assigned the same Associated Class number. If an additional group of component sections is created whose enrollment likewise needs to be linked, they would then be assigned a different Associated Class number. That is, the sections making up this new association would all share the same Associated Class number, but it must be a different number from the one assigned to the first association, and so on. Within a Class Association, only one component can possess the Class Type of “Enrollment”; the other components must be designated “Non-Enroll.” We then have the option of setting the system so that a student who enrolls in an “Enrollment” section would automatically be enrolled in “Non-Enroll” sections within the same Association. A special Associated Class number, “9999,” allows a student to select a “Non-Enroll” section within a multi-component class, regardless of which “Enrollment” section that student has selected. This is illustrated further below. Last Updated: October 30, 2013| Page: 343

SR Reference Guide Note: Even if a course has only one component (such as “Lecture”), each distinct offering of that course (that is, each scheduled section) should have a distinct Associated Class number.

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Example 1: • • • • • •

CHEM 2070 has two Lecture sections, and five Lab sections. Each Lecture section has its own Associated Class number. For this reason the student will only be able to choose one of the two Lectures offered. In this particular example, two of the Lab sections have the same Associated Class number as Lecture 001. The remaining three Labs are set up with the same Associated Class numbers as Lecture 002. This will only allow the student to select any one Lab with the same Associated Class number as the Lecture section chosen. o If Lecture 001 is selected, the student will then need to select either Lab 400 or Lab 401. o If Lecture 002 is selected, the student will be given a choice of Lab 402, Lab 403, or Lab 404.

The following graphic illustrates the solution:

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Example 2: Let’s consider a scenario: • • • •

CHEM 2070 has two Lecture sections, two Lab sections and two Discussion sections. Each Lecture section has its own Associated Class number. o For this reason the student will only be able to choose one of the two Lectures offered. The Labs and Discussions are set up with the special Associated Class number of 9999. This allows the student to select any one Lab and any one Discussion. o As all of these sections are in the same Session, the system knows that the student will need to select one of each when enrolling for this class.

The following graphic illustrates the solution:

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Topic 2:

Auto Enroll

Auto Enroll can be used to automatically enroll a student into the Non-Enroll section(s) of an associated class, when they enroll in an Enrollment section of that associated class. The Schedule Class Meetings component is found by navigating to Curriculum Management > Schedule of Classes > Schedule Class Meetings

Step Summary 1. Navigate to the Schedule Class Meetings component. 2. Use the Find an Existing Value page to search for the section of the class for which meeting information needs to be set or modified. 3. Select the desired section. 4. Update Class Type and Auto Enroll Section fields. 5. Save.

Detailed Information On the Enrollment Control page of the Schedule of Classes, view the section whose Class Type is Enrollment.

1st Auto Enroll Section and 2nd Auto Enroll Section: The system automatically enrolls a student in the section(s) designated here when that student enrolls in the section designated Class Type “Enrollment.” Note: The auto enroll sections must be different components from the parent section, must be designated Class Type “Non-Enroll,” and must share the same Associated Class number as the parent section. st

In the field labeled 1 Auto Enroll Section, enter the section number of the section into which students are to be autoenrolled when they enroll in this section. The section entered in this field must have the same Associated Class number as the section now being viewed. nd

If necessary, enter a second section number in the 2 Auto Enroll Section field. That section must also have the same st nd Associated Class number. If no values are entered in the 1 Auto Enroll Section” and “2 Auto Enroll Section” fields, the system will prompt a student to enroll in the associated Non-Enroll sections. The system will also prompt students to enroll in a section with the Associated Class number “9999” whose component is needed to complete this multicomponent course. The Update Sections of a Class component is found by navigating to Curriculum Management > Schedule of Classes > Update Sections of a Class

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Topic 3:

Adjust Class Associations

Update units, grading, exam or other data pertaining to the association of classes on the Associations page. The Adjust Class Associations component can be found by navigating to Curriculum Management > Schedule of Classes > Adjust Class Associations

Step Summary To adjust Class Associations: 1. Navigate to the Adjust Class Associations component 2. Find an Existing Value to search for the class whose data is to be updated. 3. Update units, grading, exam or other data pertaining to the association of classes on the Associations page. 4. Update data pertaining to the specific components of an association of classes on the Components page. 5. If necessary, create a Class Requisite for a specific association of classes on the Class Requisites page, to be used instead of, or in conjunction with, any existing Catalog requisite.. 6. Save.

Detailed Information Use the Find an Existing Value page to search for a scheduled course.

Class Associations page Use the Class Association page to modify basic data populated from the Course Catalog for an association of classes (without altering that data in the Course Catalog).

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The following table describes the fields on the Class Associations page of the Adjust Class Association component: Note: Data modified on this page will affect only the association of classes shown, and will not affect the Course Catalog data from which it is drawn. Field Minimum Units Maximum Units

Academic Progress Units

FA Units (Financial Aid Units) Course Count Course Contact Hours

Billing Factor

Field Description Enter the minimum units and maximum units that the course is worth. The minimum and maximum units are the same, except for a variable unit class. For a variable unit class, the minimum and maximum units would constitute a range, and the student or administrator would be able to select from within that range how many units the class is worth. For example, the minimum units could be set at 2, and the maximum units could be set at 3. After user schedule the class, they can enroll the student and enter the number of units the student chooses to take for the class in the Units Taken field on the enrollment page. The system uses Academic Progress Units in conjunction with the billing factor to calculate billing units and, subsequently, per unit fees. The system also uses academic progress units to calculate academic load. Academic progress units are usually equal to the minimum/maximum units, except for a multi-term class. The number of units for the course that the system counts towards tracking a student's financial aid load for a term. This value is used when a count of courses is needed to determine whether academic advising requirements or limits are satisfied. The system populates this field by default from the Schedule of Classes - Instructor Contact Hours page, where the value is used to calculate total contact hours. Each component of the course can have different contact hours on the Components page. The system populates this field to 1 by default. The billing factor regulates billing units, which the system uses to calculate per unit fees.

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Instructor Edit

Tuition Group

Use Blind Grading

Class Roll (button)

SR Reference Guide Instructor Edit Used to select how the system should prompt for instructor ID’s during class enrollment. • No Choice: For this option, the system makes the Instructor ID field on the Enrollment Request page unavailable and automatically assigns the instructor who is scheduled to teach the class, as indicated on the Schedule of Classes Meetings page: Assignment tab. The student has no choice of instructor. o CUNY is using this option for All colleges • Class Instructor Edit: For this option, the system prompts the user with the Primary Instructors for the class, as defined on the Meetings page. This option can be used in courses where students can select one of several Primary instructors. • Instructor/Advisor Edit: For this option, the system prompts the user with the instructors available to teach this course, as defined on the Instructor/Advisor Table page. The system also makes the Instructor ID field on the Enrollment Request page unavailable for entry, and automatically assigns the instructor who is scheduled to teach the class, as indicated on the Meetings page. Regardless of the tuition group that user enter on this page, all students are charged tuition based on their own tuition group. Use this field to designate a specific group of students that user want to charge additional course fees for the course. Select this check box to enable grade rosters for blind grading. When user generate grade rosters for a course that invokes blind grading, instead of student names on the roster, the system generates random numbers. If the class is scheduled and students are enrolled, and user makes changes to the fields in the Class Associations component, in most cases this affects student enrollment. User therefore, needs to update the enrollment records of each student in the class. To do so, click the Class Roll button for all rows on the page. The system creates enrollment maintenance transactions and displays for user enroll request ID related to these transactions. Changes in following will result in generation of new Enrollment request ID: Minimum Units. • Academic Progress Units (when minimum and maximum units are the same). • Financial Aid Units (when minimum and maximum units are the same). • Course Count (if set to Course Count Enrollment on the Academic Program - Course page). • Billing Factor. • Tuition Group. • Grading Basis. • Requirement Designation. Note: To update the students' records, user must navigate to the Block Enrollment page and run the block enrollment process using this enroll request ID. The system uses the enrollment maintenance transactions grouped within this enroll request ID to update the student enrollment records that have affected.

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SR Reference Guide Class Components page Use the Class Components page to view or modify data pertaining to the components of an Association of classes. The data is defaulted from the Course Catalog and can be modified here for an Association of classes without altering the data in the Course Catalog.

The following table describes the fields on the Class Components page of the Adjust Class Associations component: Class Association Components group Field Field Description Grading Basis The basis for grades, such as P/F, Audit, Graded, etc. Graded Component Shows the component to which the grade is to be assigned. Only one component can have a final grade. Grade Roster Print The type of grade roster to be printed for this associated class (as processed through the Grade Roster Print page). Values for grade roster print are: By Student: Grade rosters print for each student. Component: Grade rosters print for the graded component of the class. Instructor: Grade rosters print for the graded component of the class. A copy of the grade roster prints for each instructor, primary or otherwise. None: No grade roster prints for the class. Requirement Designation A requirement designation can be extra work that has to be done for a course, such as Design Credit, or a requirement designation can specify a special type of a course to use in a course list for the Academic Advisement application. Requirement designation values are defined on the Requirement Designation Table page. Primary Component Indicates the primary component of the course. If user is using the Dynamic Class Dates feature, it is mandatory that user select a primary component for the course, even if the course only have one component Last Updated: October 30, 2013| Page: 352

SR Reference Guide Class Components group Field Contact (Contact Hours)

Workload Hours Final Exam

Field Description Hours to be recorded for the instructors teaching this component of the course. The Instructor Workload feature does not reference this free form field. Use this field only if user wants to report contact hours manually. Instructor workload hours defaulted from the Course Catalog. Indicates whether a final exam is given in the course. Values are: Yes: The Yes value enables block final exam scheduling. No: Indicates that this component has no final exam. Entering No eliminates this component from the block exam scheduling process. Last Class: Indicates that a final exam is taken in the last regularly scheduled class (as opposed to during final examination week). Entering Last Class eliminates this component from the block exam scheduling process.

Class Requisites page Use the Class Requisites page to assign a requisite to an Association of classes in addition to or instead of the Catalog requisite.

The following table describes the fields on the Class Requisites page of the Adjust Class Associations component: Field Also Use the Catalog Requisite

Requirement Group Long Description

Field Description If selected, both the Catalog requisite and the Class Association Requisite will be enforced. If cleared, only the Class Association Requisite will be enforced. Enter or select the desired Requirement Group. Appears when Requirement Group code is selected.

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Topic 4:

Change Grading Basis for Scheduled/Enrolled Class

Update units, grading basis, exam or other data pertaining to the association of classes on the Associations page. The Adjust Class Associations component can be found by navigating to Curriculum Management > Schedule of Classes > Adjust Class Associations

Step Summary To adjust Class Associations: 1. Navigate to the Adjust Class Associations component 2. Find an Existing Value to search for the class whose data is to be updated. 3. Update units, grading, exam or other data pertaining to the association of classes on the Associations page. 4. Update data pertaining to the specific components of an association of classes on the Components page. 5. If necessary, create a Class Requisite for a specific association of classes on the Class Requisites page, to be used instead of, or in conjunction with, any existing Catalog requisite.. 6. Save.

Detailed Information Use the Find an Existing Value page to search for a scheduled course.

Step 1. Adjust Grading Basis Change grading basis on the class components tab

Step 2: Class Roll Select the “class roll” button on the Class Associations tab. Make sure to write down the enrollment request number generated in the message.

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Step 3: Block Enroll Merge Run Block Enrollment Merge process for the enrollment request number 0003901280

Step 4 : For Converted Data from Legacy to CUNYfirst • •

For the first run, change grading basis to CNV in step 1 and follow step 2 and 3. For the second run change grading basis in step 1 to the correct grading basis (PNP or AUD) and then follow step 2 and 3.

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Chapter 4 – Reserve Capacity On the Reserve Capacity page of the Schedule of Classes, seats can be reserved for students who meet specified criteria such as a particular major (plan), academic level, or other qualifying conditions. Reserve capacities use Enrollment Requirement Groups. Reserve capacities can be set at the time a course is scheduled, using the Schedule New Course component, or can be set or modified later using the Maintain Schedule of Classes component.

Chapter Objectives Upon completion of this chapter, learners will be able to: •

Set reserve capacities for a scheduled class.

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Topic 1:

Update Reserve Capacities for a Scheduled Class

Enrollment requirement groups are used for reserve capacity portions of classes. User can create enrollment requirement groups which are later attached to classes designating a reserve capacity for students who meet a certain criteria (for example, they can set aside 10 seats in a class for students with a certain academic level, cumulative GPA, number of units earned, etc.). The Maintain Schedule of Classes component can be found by navigating to: Curriculum Management >Schedule of Classes > Maintain Schedule of Classes

Step Summary 1. Create a new course into the Schedule of Classes using the Schedule New Course component -orNavigate to the Maintain Schedule of Classes component and search for the class for which Reserve Capacities are to be set. 2. Navigate to the Reserve Capacity page. 3. Under Reserve Capacity Requirement Group, enter a Start Date, Requirement Group and Enrollment Capacity (Cap Enrl) to set the conditions and number of students for whom seats are to be reserved. 4. Add a new row under Reserve Capacity Requirement Group if a different requirement group and/or enrollment capacity number are to be enforced on a different Start Date (the system obeys the most recent start date). 5. Repeat Step 3. 6. Add new rows under Reserve Capacity, if additional Reserve Capacities are needed for this class. 7. Repeat Steps 3 and 4. 8. Save. User can define any number of reserve capacity groups for a class. When a student enrollment request is processed, the system automatically searches through the reserve capacities in sequential order and places the student in the first group with an available spot for which the student qualifies based on the reserve capacity group rules.

Detailed Information Use the Reserve Capacity page of the Maintain Schedule of Classes (or Schedule New Course) component to set Reserve Capacities for a scheduled class.

The following table describes the fields on the Reserve Capacity page of the Schedule New Course component. Reserve Capacity group Field

Field Description

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Field Reserve Capacity Sequence

Enrollment Total

SR Reference Guide Field Description The system creates the reserve capacity sequence number indicating the order in which it evaluates the sets of requirement groups during enrollment. This number can be changed. If Reserve Capacities are to be established for more than one requirement group, a new row needs to be added for each. This is important to note because the system does not combine total cap enrollment values within the same reserve capacity sequence. Instead, the system selects and uses only one requirement group per reserve capacity sequence—the one that has the most current effective date.. The system reflects the total number of students enrolled as part of this reserve capacity sequence.

Reserve Capacity Requirement Group Field

Field Description

Start Date

The effective date that the specified Requirement Group is to take effect for this reserve capacity. If rows are added here, the system obeys the most recent Start Date.

Requirement Group

Enter or select the Requirement Group that is to take effect on the specified start date.

Cap Enrl (Capacity Enrollment)

The maximum number of seats to be reserved for students who satisfy the requirement group parameters.

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Chapter 5 – Create and Modify Class Permissions Class Permissions are used to override certain enrollment restrictions, allowing students to Add or Drop scheduled classes. Note: Add Permissions can override the Room Capacity of a scheduled class; therefore it is important to check the current enrollment (on the Enrollment Control page of the Schedule of Classes) and the capacity of the scheduled facility (on the Meetings page of the Schedule of Classes) before granting Add Permissions that may cause the enrollment to exceed the capacity of the scheduled facility. This is especially important to avoid violating fire and safety regulations that apply to classroom facilities.

Chapter Objectives Upon completion of this chapter, learners will be able to: • • • •

create/modify student-specific Add permissions for a class create/modify general class Add permissions for a class create/modify student-specific Drop permissions for a class generate Add permissions for all classes in a Subject Area.

Note: Add permissions may be student-specific or general class permissions, but Drop permissions must be studentspecific only.

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Topic 1:

Update Student Specific Permission

Before setting Add permissions for a scheduled class, the Student Specific Permissions checkbox (located on the Basic Data page of the Schedule of classes) must either be: selected to enable student specific Add permissions – or – cleared to enable general class Add permissions. The Maintain Schedule of Classes module can be found by navigating to Curriculum Management > Schedule of Classes > Maintain Schedule of Classes

Step Summary 1. 2. 3. 4. 5. 6.

Navigate to the Maintain Schedule of Classes component. Search for the class for which permissions are to be set. Locate the Student Specific Permissions checkbox on the Basic Data page. Select if student-specific permissions are to be created – or – Clear if general class permissions are to be created. Save.

Detailed Information Locate the Student Specific Permissions checkbox on the Basic Data page of the Maintain Schedule of Classes component.

Select or clear the Student Specific Permissions checkbox to enable the kind of Add Permissions that are to be created for this class.

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Topic 2:

Create/Update Student-Specific Add Permissions

Class permissions are numbers or authorizations that user can associate with a class and assign to students to use at enrollment time. User can create general or student-specific add permissions. User can also generate add permission numbers for an entire subject area. User can create only student-specific drop permissions. Class permissions can override conditions such as requisites and limits. Permissions allow a student to add or drop a class, as long as the student uses the permission by the expiration date and does not violate overall student limitation rules (such as maximum number of units). The Class Permissions component can be found by navigating to Records and Enrollment > Term Processing > Class Permissions > Class Permissions

Step Summary 1. Verify that the Student Specific Permissions checkbox on the Basic Data Page of the Maintain Schedule of Classes component is selected. 2. Save, if necessary. 3. If necessary, navigate to the Class Permissions component. 4. Use Find an Existing Value to search for the class for which permissions are to be created. 5. Navigate to the section of the class for which the permission is being granted. 6. On the Permission to Add page, in the Defaults section, note the default expiration date and change if necessary. (A different expiration date may be assigned per student below, if needed). 7. Also in the Defaults section, use the checkboxes to select the enrollment restrictions that these permissions will override. (Different sets of overrides can be selected for individual students below, if needed). 8. In the Class Permission Data section, use the lookup tool in the ID field to select a student to whom Add permissions will be granted for this class. 9. Note the Expiration Date and change if different for this student. 10. Click the Permission tab, note the checkboxes carried from the Default section above, and change if permissions for this student are different. 11. Click the Comment tab and add a comment if needed. 12. Add new rows if necessary to select additional students, and repeat Steps 8-11 for each. 13. Save.

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Detailed Information Use the Permission to Add page of the Class Permissions component to set student-specific Add permissions for a scheduled class. After permissions are set for one student, additional students can be added using the Add a New Row button.

Note that the Student Specific Permissions checkbox, though not available here (grayed out), reflects that it was selected in the Schedule of Classes. The following table describes the fields on the Add Permissions page of the Class Permissions component. Defaults group: Field Expiration Date

Permission Valid For: • Closed Class • Requisites Not Met • Consent Required • Career Restriction • Permission Time Period Field Assign More Permissions

Field Description Expiration date that will default to permissions entered below (can be changed per individual student). The value in this field defaults from either the “End of Drop/Add” Time Period (if one has been defined) or from the End of Term date as defined in the Term/Session Table. For each enrollment restriction shown, the corresponding checkbox, when selected, indicates the permissions granted below will override that enrollment restriction. These default selections may be changed per student in the Class Permission Data area below.

Field Description This field is unavailable (grayed-out) when the Student Specific Permissions checkbox is selected. It is used only when general class Add permissions are being created Last Updated: October 30, 2013| Page: 362

SR Reference Guide Class Permission Data group – General Info Tab Field Seq # (Sequence Number) Number ID Status Permission Use Date Expiration Date

Field Description Sequence order in which students’ permissions will be processed. This field is not used in student specific permissions. Select or enter ID of a student for whom permissions are to be granted. System reflects whether permission has been used by this student to enroll. System reflects date on which permission was used by student. Date the permission expires; populates from the default section above; can be changed per student.

Class Permission Data group – Permission tab: Field • • • • •

Closed Class Requisites Not Met Consent Required Career Restriction Permission Time Period

Field Description For each enrollment restriction shown, the corresponding checkbox, when selected, indicates the student entered on this row is granted a permission that overrides that enrollment restriction. These selections, populated from the default section above, may be changed per student.

Class Permission Data group – Comments tab: Field Comments

Field Description Enter comments regarding the permission being granted to this student.

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Topic 3:

Create/Update Student Specific Drop Permissions

The Permission to Drop page of the Class Permissions component is the same whether the Add permissions for a given class are student-specific or not. Note:

Drop permissions for a class are always student-specific; regardless of whether the Add permissions for that class are student-specific or general.

The Class Permissions component can be found by navigating to Records and Enrollment > Term Processing > Class Permissions > Class Permissions

Step Summary 1. 2. 3. 4. 5.

6.

7. 8. 9.

Navigate to the Class Permissions component. Use Find an Existing Value to search for the class for which permissions are to be created. If necessary, navigate to the section of the class for which the permission is being granted. Click on the Drop Permissions page. In the Defaults section, note the default expiration date; change if necessary; and use the checkboxes to select or deselect the default permissions that will apply to students specified below. If desired, use the Generate button to generate student IDs from the class enrollment, or from the Permission to Add page (only if the add permissions for this class are student specific). --or-In the Class Permission Data section, enter or select the ID of a student to whom Drop permissions will be granted; note the Expiration Date and change if necessary; click the Permission tab and, if necessary, change the permissions carried from the Default section above. Add new rows if necessary to enter or select additional students. Repeat Step 6 for each additional student. Save.

Detailed Information Use the Permission to Drop page of the Class Permissions component to create Drop permissions.

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SR Reference Guide The following table describes the fields on the Drop Permissions page of the Class Permissions component. Defaults group: Field Expiration Date Permission Valid For: • Requisites Not Met • Consent Required • Permission Time Period

Field Description Expiration date that will default to each student entered below (can be changed per student below). For each restriction shown, the corresponding checkbox indicates the students entered below are granted a permission that overrides that restriction. These default selections may be changed per student in the Class Permission Data section below.

Generate Button

Use the Generate Button to pull the ID’s of students for whom Drop permissions are to be granted from either the enrollment roster of the scheduled class, or from the Permissions to Add page of this component. Click the radio button labeled either “From Student Enrollment” or “From Permission to Add,” then click the Generate button. The students found in the selected group will now populate the rows in the Class Permission Data section below. Students also can be selected individually in the Class Permission Data area below. Class Permission Data group – General Info Tab Field Seq # (Sequence Number) ID Name Status Permission Use Date Expiration Date

Field Description Sequence order in which students’ permissions will be processed. Select or enter ID of a student for whom permission is to be granted. System displays name of student whose ID was entered. System reflects whether permission has been used by this student. System reflects date on which permission was used by student. Date the permission expires; populates from the default section above; can be changed per student.

Class Permission Data group – Permission tab: Field • • •

Requisites Not Met Consent Required Permission Time Period

Field Description For each restriction shown, the corresponding checkbox, when selected, indicates the student entered on this row is granted a permission that overrides that restriction. These selections, populated from the default section above, may be changed per student.

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Class Permission Data group – Comments tab: Field Comments

Field Description Enter comments regarding the permissions being granted to this student.

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Topic 4:

Create/Update Class Permissions

When creating general class Add permissions for a scheduled class, the Student Specific Permissions checkbox must be cleared (unchecked) on the Basic Data page of the Schedule of Classes. Unique permission numbers can then be created in the Class Permissions component; and these numbers can in turn be distributed to students to enable them to add that class. The Class Permissions component can be found by navigating to Records and Enrollment > Term Processing > Class Permissions > Class Permissions.

Step Summary 1. Verify that the Student Specific Permissions checkbox on the Basic Data Page of the Maintain Schedule of Classes component is cleared (unchecked). 2. Navigate to the Class Permissions component. 3. Use Find an Existing Value to search for the class for which permissions are to be created. 4. If necessary, navigate to the section of the class for which the permission is being granted. 5. On the Add Permissions page, in the Defaults section, note the default expiration date; change if necessary; and use the checkboxes to select or deselect the default permissions that will apply to all the class permissions created below. 6. Enter the number of permissions to be created for this class and click the Generate button. 7. In the Class Permission Data section below, there is now a row for each permission that is to be created, and in the “Number” column, there is a unique, system-generated number which can be distributed to students for their permission to add this class. 8. For each Add permission number, the Expiration Date can be changed from the default date if necessary, and also the specific permissions can be changed from those resulting from the Defaults section above. 9. Save.

Detailed Information Use the Add Permissions page of the Class Permissions component to add general class Add permissions to a scheduled class.

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SR Reference Guide Note that the Student Specific Permissions checkbox, though not available here (grayed out), reflects that it was cleared (not selected) in the Schedule of Classes. The following table describes the fields on the Add Permissions page of the Class Permissions component. Defaults group: Field Expiration Date

Permission Valid For: • Closed Class • Requisites Not Met • Consent Required • Career Restriction • Permission Time Period Field Assign More Permissions

Set All Permissions to Issued

Field Description Expiration date that will default to each permission number created below (can be changed, if necessary, for each individual permission number in the Class Permission Data section below). The value in this field defaults from either the “End of Drop/Add” Time Period (if one has been defined) or from the End of Term date as defined in the Term/Session Table. For each enrollment restriction shown, the corresponding checkbox, when selected, indicates that when the permission numbers below are used by a student to add a class, the permission overrides that enrollment restriction. These default selections may be changed for each individual permission number in the Class Permission Data section below.

Field Description Enter the number of class permission numbers that are needed and click the Generate button. That number of new rows will be created in the Class Permission Data section below. If this check box is selected, all the unselected Issued check boxes in the Class Permission Data group are selected. The Issued By and Issued Date fields are populated when the page is saved.

Class Permission Data group – General Info Tab Field Seq # (Sequence Number) Number

ID Issued Issued By Issued Date Status

Field Description Sequence order in which permissions will be processed. As a result of the Generate button above, each row contains a unique permission number that will be distributed to individual students, allowing them to add this class. At any time, a new group of permissions can be generated and added to those already existing. This field is not active when general class permissions are being created. It is used only when Student Specific Permissions are being created. Indicates, if selected, the permission has been issued to a student by the user. Upon saving this page, if the user has selected the Issued checkbox for this permission, this field is populated with the user’s ID. Upon saving this page, if the user has selected the Issued checkbox for this permission, this field is populated with the date. Reflects whether permission has been used by the student. Last Updated: October 30, 2013| Page: 368

Field Permission Use Date Expiration Date

SR Reference Guide Field Description Shows the date the permission was used by the student. Date the permission expires; populates from the default section above; can be changed per permission number.

Class Permission Data group – Permission tab: Field • • • • •

Closed Class Requisites Not Met Consent Required Career Restriction Permission Time Period

Field Description For each enrollment restriction shown, the corresponding checkbox, when selected, indicates that the corresponding permission number, when used, will override that restriction. The checkboxes that were selected in the Defaults section above are selected here automatically, but can be changed for any individual permission number if necessary.

Class Permission Data group – Comments tab: Field Comments

Field Description Enter comments regarding any of the permission numbers.

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Topic 5:

Create Add Permissions by Subject Area (Batch Process)

Class permission numbers can be generated for classes belonging to a whole subject area within a term. Once created, these class permission numbers can then be given to students when needed to override enrollment restrictions and add a class. Once the Generate Add Permissions process is run for a specific subject area, unique permission numbers will be created for each scheduled class within that subject area. These permission numbers will appear on the Class Permissions component pages of that class in exactly the same way as if we had generated permission numbers for a single class. Note: Add Permission numbers will be generated only for those scheduled classes for which the Student Specific Permissions checkbox is cleared (not selected) on the Basic Data page in the Schedule of Classes. The Generate Add Permissions component can be found by navigating to Records and Enrollment > Term Processing > Class Permissions > Generate Add Permissions.

Step Summary 1. 2. 3. 4. 5. 6. 7. 8. 9.

Navigate to the Generate Add Permissions component. Click Add a New Value (or search for a previously used Control ID). Give the control ID a name (example: EconSp12) Click OK. Enter or select Academic Institution, Term and Subject Area. Enter Permission Expire Date (if default date appears, it may be left unchanged). Verify that the checkboxes for all the enrollment restrictions that these permissions will override are selected. Click the Run button. Click OK.

Detailed Information Use the Add a New Value page of the Generate Add Permissions component to create a new Run Control ID for this process (or Find an Existing Run Control ID).

Click the Add button.

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SR Reference Guide Use the Generate Add Permissions page to set the parameters for the process.

The following table describes the fields in the Generate Add Permissions component. Field Academic Institution Term (required) Subject Area Percent of Enrollment Capacity Minimum of Permission Assign Commit Frequency

Permission Expire Date (required) Permission Valid For: • Closed Class • Requisites Not Met • Consent Required • Career Restriction • Permission Time Period

Field Description The college at which the classes are scheduled, for which permissions are to be generated. Select or enter the term for which permissions are to be generated. Select or enter the subject area of the classes for which permissions are to be generated. Enter the percent of enrollment capacity the system should use to calculate the number of permissions to create. Enter the minimum number of general permissions that user wants the system to assign for each class. Defaults to 1. The lower the commit frequency, the better concurrence of data. Even though a higher commit frequency enables faster processing of the job, the job could conflict with another one. Date on which the permissions will expire. For each enrollment restriction shown, the corresponding checkbox, when selected, indicates that when the permission numbers are used by students to add a class, the permission overrides that enrollment restriction.

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SR Reference Guide Once the parameters are set, click the Run button to run the process. On the process runs successfully view the report for the number of permissions assigned

To view the permission numbers for individual class number navigate to Records and Enrollment > Term Processing > Class Permissions > Class Permissions.

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Chapter 6 - Combine Sections When there is a need to offer two or more separate classes as one class offering, they can be combined into a single Combined Section. An example of a need to combine sections might be the following: A course that is offered by the Accounting Department (ACCT 321) is identical to a course that is offered by the Economics Department (ECON 37). Each class is offered every semester (so students can choose when to take the course), but there is only a maximum of 30 students total each semester who request the two classes. To offer both courses in the Schedule of Classes each semester, yet have the courses be taught as a single class (with one instructor, one location, one meeting pattern, and so on), we can combine sections. Students who enroll in the Economics department version can use one class number to enroll, and students who enroll in the Business Department's version can use a different class number to enroll. Sections can be combined permanently or for a single class occurrence. We can also combine sections within or across subjects. When classes are linked to a combined section, they are all given the same event ID.

Chapter Objectives Upon completion of this chapter, learners will be able to: • •

create a Combined Sections ID identify sections within an existing Combined Sections ID

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Topic 1:

Create/Update Combined Sections

When there is a need to offer two or more separate classes as one class offering, they can be combined into a single Combined Section. An example of a need to combine sections might be the following: To offer both courses in the Schedule of Classes each semester, yet have the courses be taught as a single class (with one instructor, one location, one meeting pattern, and so on), we can combine sections. Students who enroll in the Economics department version can use one class number to enroll, and students who enroll in the Business Department's version can use a different class number to enroll. Sections can be combined permanently or for a single class occurrence. We can also combine sections within or across subjects. When classes are linked to a combined section, they are all given the same event ID. The Combined Sections Table can be found by navigating to Curriculum Management > Combined Sections > Combined Sections Table.

Step Summary 1. 2. 3. 4.

Navigate to the Combined Sections Table. Select or enter the Academic Institution, term and session for which sections are to be combined. Click the Search button. If previous combined sections IDs are already in the table, add a new row – a new ID number is automatically generated. 5. If no previous rows are present, a single row will display with the first default number, “0001.” 6. Enter a fitting description and short description to best identify the combined sections. 7. Save.

Detailed Information Use the Find an Existing Value page to search for the correct table, using Academic institution, term and session.

On the Combined Sections Table, add a row if one or more Combined Sections ID has already been created. For the newly created Combined Sections ID, enter a description and short description. Save.

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The following table describes the fields on the Combined Sections Table. Field Combined Sections ID Description Short Description

Field Description System generated number to identify the combined sections. An appropriate description that will identify the sections being combined. A shortened version of the above.

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Topic 2:

View Combined Sections

Once an ID has been created for a set of combined sections, the sections that are to be combined are attached to that ID using the Identify Combined Sections component. The Identify Combined Sections component can be found by navigating to Curriculum Management > Combined Sections > Identify Combined Sections.

Step Summary 1. Navigate to the Identify Combined Sections component. 2. Search for the Combined Sections ID in the correct institution and term. 3. Enter or select the Class Number of the first class section to be identified with this Combined Sections ID in the first row. 4. Add new rows for additional sections to be identified. 5. Enter or select the Class Numbers of the additional sections to be identified with this Combined Sections ID. 6. Save.

Detailed Information Use the Find an Existing Value page to search for the desired Combined Sections ID.

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SR Reference Guide Use the Identify Combined Sections component to enter sections of scheduled classes to be identified with this Combined Sections ID (add rows as necessary). Save.

The following table describes the fields on the Identify Combined Sections component. Field Permanent Combination

Skip Mtg Pattern & Instr Edit (Skip Meeting Pattern and Instructor Edit)

Combination Type • Cross Subject • Within Subject • Both Requested Room Capacity Enrollment Capacity Waitlist Capacity

Field Description This check box is selected to command the system to roll the combination when the prior term copy process is run. If this check box is cleared, the system assumes that the combination is a temporary arrangement for the current term. Select this check box to combine sections with different meeting patterns and instructor information. In this case, user enters the meeting pattern and instructor information directly in the Schedule of Classes, but the updated data is not propagated across the sections. The system considers instructor workload for each of the sections, and does not combine hours. If necessary, instructor workload hours can be adjusted on the Meetings page. Specifies whether sections are being combined within the same subject, across subjects, or both.

Enter the requested room capacity for the combined section. The room capacity can be different than the enrollment capacity Enter the enrollment capacity and the wait list capacity for the combined section. The system updates the total as enrollments are processed. The system uses the lower of the individual section and combined section values.

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Combined Sections tab and Class Description tab Field Class Nbr (Number) The remaining fields

Field Description Select a scheduled class section to be identified with this Combined Sections ID. Use the lookup tool (magnifying glass) to search for the desired section. The remaining fields on each row of both tabs are data further defining that section, populated from the Schedule of Classes.

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Unit VI: Enrollment Setup Unit Introduction The enrollment functions in CUNYfirst are those functions that establish students’ eligibility to enroll in classes in a term, set the time frames during which students can enroll, and process and maintain enrollment data for all students in classes within a term. There are several conditions that need to exist before enrollment can take place in a given term at a given Academic Institution (college): The term must have been established for that institution, with at least one session, in the Term/Session Table, and a range of enrollment dates must have been specified for each session Classes must have been scheduled within the session(s) of the term. Students must be activated in the term for which they are to be enrolled in classes. When a student is activated in a term, the system recognizes that student as eligible to enroll in classes in that term. The processes for term activation of students, individually and in groups, are described in this Unit. There are two distinct ways of establishing time periods during which students may be enrolled in classes. These are: • •

The Open Enrollment period Enrollment Appointments

All students who are activated in a term may enroll in classes during the Open Enrollment period, which is determined on the Term/Session Table. However, in addition to the open enrollment period, selected groups of students may be assigned to specific time periods during which they may enroll, according to the needs of the institution. For example, seniors may be given earlier enrollment opportunities than juniors; juniors earlier than sophomores, and so on. The processes for establishing enrollment appointments and assigning students to them are described in this course. A large portion of the class enrollment data for any term will come initially through the actions of students using the Self Service component in CUNYfirst. Self-service functions are not described in this course. However, the processes in CUNYfirst that are used to process students’ enrollment other than through self-service are described here. These processes have the capability of changing the students’ enrollment status in classes, as well as maintaining other important enrollment information, such as how the class is graded, the number of units (credits) the student may receive, and more. Finally, the processes for requesting enrollment verifications for students and then processing those requests are described in this course.

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Unit Objectives Upon completion of this course, the learner will be able to: • • •

establish students’ eligibility to enroll in classes in a term (term activate students) create time periods during which groups of students may enroll assign selected groups of students to enrollment appointments

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Chapter 1 – Term Activate Students Term activation is the process through which students become eligible for enrollment, posting of transfer credit, and tuition calculation in a specific term. Students must be activated in a term before they can enroll in classes for that term. Multiple students can be term activated using a batch process, and individual students can be term activated one at a time. Prior to running a term activation batch process, an exclusion rule can be created to exclude from the process students who meet certain criteria (for example students whose tuition and fees are unpaid, or students who are on probation). This rule, once created, can be attached to the automated term-activation process at the time of running.

Chapter Objectives Upon completion of this chapter, learners will be able to: • • •

set up a rule for specified students to be excluded from batch term activations activate a large number of students in a term using the batch process activate an individual student in a term.

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Topic 1:

Create Global Exclusion Rule for Batch Term Activation

A rule can be created that, when used as part of a batch term activation, will have the effect of excluding from the batch process those students who meet certain criteria. For example, students who are on probation, or students who have applied for a degree can be excluded from the term activation process for a given term. A rule must be created before it can be then be used as part of the Term Activation Batch Process to exclude such students. The Term Activation Batch Setup component can be found by navigating to Records and Enrollment > Term Processing > Term Activation > Term Activation Batch Setup

Step Summary 1. Navigate to the Term Activation Batch Setup component. 2. Create a name for a new Global Exclusion Rule (or find an existing one), associated with a specific Academic Institution. 3. On the Global Exclusions page, set the: • Academic Standings • Program Actions and/or • Service Indicators As criteria for students who are to be excluded from a batch term activation process using this rule. 4. On the Degree Status rules page, set rules for students to be excluded from a batch term activation process based on their degree status. 5. Click the Save button.

Detailed Information Begin by giving a name to the Global Exclusion Rule to be created, and associate it with the appropriate Academic Institution. Click the Add button. (Or find an existing rule to be updated).

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SR Reference Guide Use the Global Exclusions tab to specify criteria for students to be excluded from batch term activation.

The following table describes the fields on the Global Exclusions tab of the Term Batch Activation Setup component. Field Descr (Description)

Field Description Enter a description for the set of exclusions that will be defined in this rule.

Academic Standing Exclusions group Field Field Description Career (Academic Career) The academic level of course work, such as graduate, undergraduate, professional, etc. Select the academic career for which user wants to exclude an academic standing action from the Term Activation process. Academic Standing Action An action entered in the system reflecting a student’s academic standing, such as: Dismissed Probation, Reinstate, etc. Select the actions (within the specified academic career) to exclude from the Term Activation process. Program Actions Exclusions group Field Field Description Program Action An action taken in the system affecting a student’s program or plan. Select the program action to exclude from the Term Activation process. This field prompts only with program actions relevant to term activation Action Reason To exclude a program action only when a particular reason is attached to that action, select a reason. The system prompts with only the program action reasons related to the specified program action. When reasons are specified, all reasons within that program action that are to be excluded from the Term Activation process must be listed. To exclude a program action regardless of the reason, leave this field blank. The Term Activation process excludes all students that have that program action and meet the other run criteria. Service Indicator Exclusions group Field

Field Description

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Field Service Indicator Code

Service Indicator Reason Code

SR Reference Guide Field Description A value that can be assigned to an individual in the system, which has the effect of allowing or limiting access to certain services within the system for that individual. Service Indicators can be either positive or negative. Negative service indicators are equivalent to holds. Positive service indicators indicate special services to be allowed. Select the service indicator code to exclude from the Term Activation process. To exclude a service indicator code only when a particular reason is attached to that code, select a reason. The system prompts with only the reasons related to the specified service indicator. When reasons are specified, all reasons within that service indicator that are to be excluded from the Term Activation process must be listed. To exclude a service indicator regardless of the reason, leave this field blank. The Term Activation process excludes all students that have that service indicator and meet the other run criteria.

Degree Status Rules page Use the Degree Status Rules tab to define students to be excluded from term activation based on their degree checkout status and, if necessary, their expected graduation term.

The following table describes the fields on the Degree Status Rules tab of the Term Batch Activation Setup component. Field Degree Checkout Status

Term Activate

Field Description Select the degree checkout status that the Term Activation process is to either exclude or evaluate for exclusion. Choices are: Applied, Approved, Awarded, Denied, In Review, and Pending. Select from the following choices how the Term Activation process should evaluate the degree checkout status of students. Never: Indicates that user wants the Term Activation process to never termactivate students that have the degree checkout status specified. The If Activation Term Is… field becomes unavailable to edit. Compare: Indicates that user wants the Term Activation process to determine the students that it excludes from term activation by comparing the student’s activation term to the expected graduation term for students who have the degree checkout status that user specified. The If Activation Term Is… field becomes available to edit. For example, if a student has an expected graduation term of spring 2000, user will likely want to term-activate the student for the spring 2000 term but not the fall 2000 term. User can use the Compare option and the other Degree Status Exclusion fields to set up a run parameter to meet this need.

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Field If Activation Term is…

SR Reference Guide Field Description If the Compare option is selected in the Term Activate field, this field becomes available and required. Select a value that tells the system how to compare the activation term for this process to the expected graduation term of each student. For example, if the Degree Checkout Status field is set to “Applied” and this field is set to “< Expected Graduation Term” (meaning, “Less than the expected graduation term”), the process will exclude students who have applied for a degree except where the activation term for which the process is being run is less than (earlier in time than) the student’s expected graduation term. Therefore, if a student has applied for graduation for Fall 2012 but the activation term for this process is Summer 2012, that student would not be excluded from the activation process.

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Topic 2:

Term Activate Multiple Students (Batch Process)

Large numbers of students can be activated in a term at an academic institution using the Term Activation Batch Process. The process selects for term activation only those students who are active in an academic program within the academic career for which the process is being run. Additional criteria can be used to further define the population of students to be term activated. Also, a Global Exclusion Rule can be attached to the process to exclude from term activation those students who meet the criteria defined by that rule. The Term Activation Batch Process component can be found by navigating to Records and Enrollment > Term Processing > Term Activation > Term Activation Batch Process

Step Summary 1. Navigate to the Term Activation Batch Process component. 2. Add a New Value to create a new Run Control ID --or-Find and Existing Value to use an existing Run Control ID. 3. Enter the Academic Institution, Academic Career, Activation Term and other required fields for which the process is being run. 4. If necessary, enter or select additional criteria for students to be term activated. 5. If necessary, enter a Global Exclusion Rule, to exclude from activation those students who meet certain criteria 6. If necessary; on the Selection 2 page, narrow the target population for term activation further; by program action, academic standing and/or service indicator. 7. If necessary, on the Selection 3 page, specify term activation only for students enrolled in a specific term (or terms). 8. Verify or update control values on the Process Control page. 9. If necessary, designate a specific set of students to be term activated on the Custom Population page. 10. Run the process. For further instruction on running a process, see the Appendix.

Detailed Information Begin the Term Activation Batch Process by creating a new Run Control ID (or search for an existing one). For further information the use of Run Control IDs, see the Appendix. Click the Add button

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SR Reference Guide Use the Selection 1 page to specify the academic institution and academic career of students who are to be selected for this process, and very importantly, to designate the Activation Term: that is, the term in which selected students are to be activated. Also use this page to set additional selection criteria and run parameters for the process.

The following table describes the fields on the Selection 1 page of the Term Activation Batch Process component. Required Fields group Field Institution (Academic Institution) Acad Career (Academic Career)

Actvtn Term (Activation Term) Commit Frequency Run Mode

Field Description A specific college within CUNY, identified by an alphanumeric code. Enter or select the academic institution in which students are to be term activated. The academic level of course work, such as graduate, undergraduate, professional, etc. Enter or select the academic career for which students are to be term activated. The Term Activation process activates students in only one academic career per process run. To activate students for multiple academic careers, the process must be run for each academic career Enter or select the term in which students are to be activated through this process. Select numbers of table rows of information are to be processed before committing changes to the database. The default is 1000. Select from the following choices the mode in which user wants the Term Activation process to run. To ensure optimal performance, the process only allows running in one mode at a time. Insert: The Term Activation process considers for term activation only the students not yet activated in the activation term. If eligible, the process adds a new row of term data to the student’s career term record. Update: The Term Activation process considers for record modification only the students who already have been activated in the activation term. If eligible, the process updates the student’s existing career term data. Use other fields in this component to further control how the update function operates.

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Field Selection Criteria

SR Reference Guide Field Description Select from the following choices the type of selection criteria that user wants the Term Activation process to use for the run: Panel: Use the fields available in the component to specify the criteria that determines the students who are eligible for term activation. (Default) Custom: Activate a custom population of students, or large batches of students, for one term or across multiple terms. For example, use this option when user needs criteria beyond what the component provides, or when they want to perform a student records conversion.

Student Type

If the Custom option is selected, the Custom Population page (which is found in this component) becomes enabled to enter students and terms for term activation. Otherwise, the Custom Population page is unavailable to edit. Select from the following choices the type of student to activate. New: Activate only students newly admitted to the academic institution. Continuing: Activate only continuing students. Both: Activate both new and continuing students simultaneously in a single run. (Default) Note: The Term Activation process defines new and continuing students by comparing the activation term against the admit term. Students that have the same activation term and admit term are new. Students with an admit term prior to the activation term are continuing.

(Non-required fields) Field Acad Group (Academic Group)

Acad Prog (Academic Program) Acad Plan (Academic Plan) Student Group Global Exclusion Rule

Program Action Date Range Field Start Date End Date

Field Description A division within an academic institution (e.g. School of Business, Division of Arts and Humanities, etc.) Enter or select an academic group to include only students in programs belonging to that academic group. The degree program in which a student is active. Enter or a select an Academic Program to narrow the selection of students to be term activated. A student's degree concentration or major. Enter or a select an Academic Plan to narrow the selection of students to be term activated. A defined community of students in CUNYfirst who share common criteria. Enter or a select a Student Group to narrow the selection of students to be term activated. A predefined set of exclusion criteria set up to automatically exclude from activation students who meet those criteria. If necessary, use this field’s prompt to select a rule. A different global exclusion rule can be specified for each run of the process.

Field Description Use these fields to narrow the population of students to be term-activated to a specific range of program action dates. For example, user can use this date range to limit term activation to only the students that have been activated or matriculated into an academic program since the last run of the Term Activation process. The Term Activation process compares this date range to the Action Date field on the Student Program page. The action date is the transaction date on which the student gets activated into an academic program, not the effective date. If the action date is greater than or equal to the start date and less than or equal to the end date, the student qualifies for term activation. To use these fields user must enter values for both. By default, the end date equals the start date. Last Updated: October 30, 2013| Page: 388

SR Reference Guide Selection 2 page Use the Selection 2 page to further define the students who are to be term activated through this process, by program action, academic standing and service indicators. Note: The Term Activation process connects academic standing, program action, and service indicator selections with an implied AND between each selection type. The process connects the criteria with an implied OR within each selection type.

The following table describes the fields on the Selection 2 page of the Term Activation Batch Process component. Program Action Selection group Field Program Action

Action Reason

Field Description Enter or select the program action to be included in the Term Activation process. In Insert run mode, the system prompts user only with the actions that are eligible for term activation. In Update run mode, the system prompts user with all available actions. They can enter a program action that conflicts with a global exclusion. However, the global exclusion always takes precedence over the selection criteria To include a program action only when a particular reason is attached to that action, select a reason. The system prompts with only the program action reasons related to the specified program action. When reasons are specified, all reasons within that program action that are to be included the Term Activation process must be listed. To include a program action regardless of the reason, leave this field blank. The Term Activation process includes all students that have that program action and meet the other run criteria.

Academic Standing Selection group Field Field Description Academic Standing Action An action entered in the system affecting a student’s academic standing, such as: Dismissed Probation, Reinstate, etc. Enter or select the academic standing action that user wants the Term Activation process to include Service Indicator Selection group Field Field Description Service Indicator Cd (Service A value that can be assigned to an individual in the system, which has the effect of Indicator Code) allowing or limiting access to certain services within the system for that individual. Service Indicators can be either positive or negative. Negative service indicators are equivalent to holds. Positive service indicators indicate services to be allowed. Enter or select the service indicator code that user want to include in the Term Activation process

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Field Service Indicator Reason Cd (Service Indicator Reason Code)

SR Reference Guide Field Description To include a service indicator only when a particular reason is attached to that action, select a reason. The system prompts with only the reasons related to the specified program action. When reasons are specified, all reasons within that service indicator that are to be included the Term Activation process must be listed. To include a service indicator regardless of the reason, leave this field blank. The Term Activation process includes all students that have that service indicator and meet the other run criteria

Selection 3 page The Selection 3 page is used when students must have been enrolled in a specific term (or terms) to be eligible for activation in the term for which the process is being run. The page can be used, for example, to prevent the term activation of students who lack enrollment records for the previous term.

The following table describes the fields on the Selection 3 page of the Term Activation Batch Process component. Field Connector Type AND/OR

Line

Enrollment Term

Field Description Connector types indicating the main (default) Boolean operator to be used in the equation that contains the detail lines. Select the main connector type (AND, OR) for this term activation criteria. Detail lines joined by the opposite of the main connector type are grouped into one partition. This field displays a sequential line number, which the system automatically generates in increments of 10. It determines the order in which the process evaluates the line arguments. Specify a term in which students must be enrolled in order to be activated in the new term through this batch process. Add rows as needed for additional terms to be considered according to the “And” or “Or” connector type.

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SR Reference Guide Process Control page The upper frame of the Process Control page is used to control how the Term Activation process populates certain values on the student’s career term record. The lower frame of the page is used to specify the type and detail of information for the Term Activation process to write to the log files on any given run of the process.

The following table describes the fields on the Process Control page of the Term Activation Batch Process component. Term Value Control group Field Tuition Calc (calculation) Required

Field Description CUNYfirst Student Financials uses this field to determine if tuition must be calculated or recalculated for students. The option selected determines the value of the Tuition Calc Required field on the students’ Career Term Record table, setting the value to either Y or N on the student’s career term record. When the institution calculates tuition, the tuition calculation process references this field to determine if a student’s tuition needs to be recalculated. Select from the following choices. Option to change this field is available in Update run mode only. Busn Unit: Tells the Term Activation process to use the corresponding field on the Business Unit SF Table to determine the value of the corresponding flag on the student’s career term record. When in Insert run mode, the system automatically populates this field with the business unit and it is unavailable to edit. No Change: When in Update run mode this is the default value. With this value set, the process leaves the corresponding field on the students’ Career Term Record table unchanged. No: Select this option to have the Term Activation process set the Tuition Calc Required field on the students’ Career Term Record table to N on each affected student’s career term record. The tuition calculation process will not recalculate this student’s tuition. Yes: This option is available in Update run mode only. Select this option to have the Term Activation process set the Tuition Calc Required field on the students’ Career Term Record table to Y for all students whose career term records it has updated. The tuition calculation process will recalculate tuition for these students.

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Field FA Stats Calc (calculation) Required

Eligible to Enroll

Refresh Term Control Dates

SR Reference Guide Field Description Select from the following choices how the Term Activation process is to set the FA Stats Calc Required flag on the students’ Career Term Record table. The Financial Aid Term Build process uses the value of the FA Stats Calc Required flag to determine if a students’ Career Term Record should be built or rebuilt for the student term. If the FA Stats Calc Required flag is set to Y, then the Financial Aid Term Build process builds or rebuilds the Financial Aid Term record for the student term. If the flag is set to N, then the Financial Aid Term Build process assumes no significant changes have been made and skips the student. Yes: Sets the FA Stats Calc Required flag to Y on each student’s Career Term Record. No: Sets the FA Stats Calc Required flag to N on each student’s Career Term Record. Default: Sets the FA Stats Calc Required flag to Y on each student’s Career Term Record. No Change: Leaves the value of the FA Stats Calc Required flag unchanged. Select from the following choices whether students activated in a term through this process are then eligible to enroll in that term. This field is available in both Insert and Update run modes. Yes: Select this value to set the Eligible to Enroll flag on the students’ Career Term Record to Y, making students activated in a term through this process eligible to enroll in that term. No: Select this value to set the Eligible to Enroll flag on the students’ Career Term Record to N, thus making students activated in a term through this process ineligible to enroll in that term. Default: Select this value to have the process look at the value of the student’s Eligible to Enroll flag on her or his students’ Career Term Record for a prior term within the same academic career. In Insert run mode, if the student does not have a term activation row for a prior term within the same academic career, the process sets the flag on the student’s career term record for the current term to Yes, making the student eligible to enroll. If the student does have a term activation row for a prior term within the same academic career, the process carries forward the value of the Eligible to Enroll flag to the current term activation row. No Change: In Update run mode, select this option to have the Term Activation process leave the value of the Eligible to Enroll flag on the students’ Career Term Record unchanged. The value entered in this field controls how the Term Activation process carries down certain term control dates from the academic calendar to the individual student career term record. The process refreshes the following dates on student career term record: Fully Enrolled Date, Show Enrollment on Transcript Date, Show Statistics on Transcript Date, and Fully Graded Date. Valid values for this field are Yes and No. Option to change this field is available in Update run mode only. In Insert run mode, the system populates this field with Yes because the Term Activation process always carries down the term control dates from the academic calendar. In this mode the field is unavailable to edit. In Update run mode, the system populates this field with No to indicate that the process should leave the term control dates unchanged. However, user can change this value to Yes, which is especially useful if students have already been activated in a term and user needs to change any of the control dates for that term

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Field Form of Study

SR Reference Guide Field Description Select the form of study to be populated in the student’s career term record. Valid values for this field are Default, No Change, and all of the other delivered translate values for form of study. The Default and No Change translate values have coding attached to them and should not be modified. User can, however, add other values to the translate table. In Insert run mode, if the activated student has an activation row for a previous term within the same academic career and user selects either the Default or No Change options, the system carries forward the value from the previous term. If, however, user selects Default and the student has never been term-activated for the same academic career, the value of this field gets set by default to Enrollment (ENRL). In Update run mode, if user selects either the Default or No Change options, the Term Activation process leaves the Form of Study field unchanged. If user sets the field value to anything else while in the Update run mode, the Term Activation process changes the students’ Career Term Record value to the value that they select from the list of translate values.

Academic Load

Note: If user selects any value besides Default, No Change, or Enrollment the Academic Load field becomes available and required. A student’s course load in a given term, based on enrollment units (e.g. Full-Time, Part-Time, etc.). In the Update run mode, this value becomes available and required when the Form of Study field value is set to a value other than Enrollment, No Change, or Default. Select the academic load for the student’s updated career term record.

Process Log Control group Use the fields in this group box to select how user wants the Term Activation process to log statistics by selecting the type and level of detail information that they need. The selected system defaults are Activated Students, Excluded Students, and Run Criteria. Field Activated Students

Excluded Students

Activated Students Detail

Excluded Students Detail

Field Description Select to log students who are included in term activation. The log file provides CUNY ID, activation term, action taken by the process, academic institution, academic career, and primary academic program. Select to log students who are excluded from term activation. The log file provides CUNY ID, activation term, action taken by the process, academic institution, academic career, and primary academic program. Select to log students who are included in term activation in greater detail. The log file provides CUNY ID, academic career, career number, activation term, academic group, academic program, academic plan, program action, and program action reason; admit term, effective date, term activation action, and term activation exclusion reason. Select to log students who are excluded from term activation in greater detail. The log file provides CUNY ID, academic career, career number, activation term, academic group, academic program, academic plan, program action, and program action reason; admit term, effective date, term activation action, and term activation exclusion reason. Last Updated: October 30, 2013| Page: 393

Field Run Criteria

SR Reference Guide Field Description Select to log all page selection criteria and run control options, including the global exclusion rule, for the process instance.

Custom Population page If “Custom” was selected as the Selection Criteria Type on the Selection 1 page the Custom Population page can be used to build a list of students to be term activated. A key feature of the Custom option is that students can be activated for multiple terms in the same run.

The following table describes the fields on the Custom Population page of the Term Activation – Batch Process component. Selection Criteria group Field Term

ID

Refresh (button)

Custom Population List ID

Name

Field Description If the Custom Population List is to be retrieved from the PS_TRMAC_CUST_PPLT table, using a specialized SQR script, enter or select the term for which rows of data are to be retrieved. If the list is to be populated from all terms leave this field blank. If the Custom Population List is to be retrieved from the PS_TRMAC_CUST_PPLT table, using a specialized SQR script, enter or select a student ID for which rows of data are to be retrieved. If the list is to be populated using all possible students, leave this field blank. If the Custom Population List is to be retrieved from the PS_TRMAC_CUST_PPLT table, click this button to retrieve rows of data that match the criteria entered in the Term and ID fields. This feature is optional, letting user view and edit their custom population before running the Term Activation process.

The grid displays data rows retrieved from the PS_TRMAC_CUST_PPLT table according to user’s search criteria in the Term and ID fields above the grid. The system displays the CUNY identification number of the person to which the row of data pertains. To add to the list of retrieved data or to make a new custom list, select a student ID. The system prompts against a view of the ACAD_PROG table (STDNT_PROG_VW), which lists all student IDs with a program row (active or inactive). The system displays the name of the person to which this row of data pertains, as retrieved from the PS_TRMAC_CUST_PPLT table. If user is inserting an additional row or creating a custom list, the system displays the person’s name when they exit the ID field.

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Term

SR Reference Guide Select the term for which user wants to activate the student. If user has searched for and retrieved the data row from the PS_TRMAC_CUST_PPLT table, the system displays the term for which they searched. User can change the term.

Click the Run button.

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Topic 3:

Term Activate Individual Students

When necessary, an individual student can be activated in a term using the Term Activate a Student component. The Term Activate a Student component can be found by navigating to Records and Enrollment > Student Term Information > Term Activate a Student

Step Summary 1. Navigate to the Term Activate a Student component. 2. Search for the student to be term activated. 3. If the student’s record includes more than one academic career, navigate to the career for which the student is to be activated in a new term. 4. Add a new row within the career for which the student is to be activated in a new term. 5. Verify or select the Academic Institution for the term in which the student is to be activated. 6. Enter or select the term in which the student is to be activated. 7. Verify or update the default values displayed on the Term Activation page. 8. On the Student Session page, select or enter the session for which the student is to be term activated (add row(s) for additional session(s) if needed). 9. Make any necessary updates to fields on these and the remaining pages (detailed information below). 10. Click the Save button.

Detailed Information On the initial page of the Term Activate a Student component, enter the ID of the student to be term activated, if known, or search for the student using any of the available fields.

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SR Reference Guide Term Activation page Use the Term Activation page to input basic data for the new term into which the student is being activated. If more than one academic career is shown, navigate to the career in which the student is to be term activated. Add a new row under the correct Academic Career.

On the newly created row, enter or select the Term in which the student is to be activated.

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SR Reference Guide With a new term entered, default values appear.

The following table describes the fields on the Term Activation page of the Term Activate a Student component. Field Academic Institution

Term

Field Description A specific college within CUNY, identified by an alphanumeric code. Enter or select the academic institution associated to the term in which the student is being activated. A period of time within a given year (Spring, Summer, Fall) identified by a numeric code and consisting of sessions in which classes are scheduled at a specific institution (college). Enter or select the term in which the student is being activated.

Student Career Nbr (Number)

Override All Academic Levels

Override Projected Level

By default, the system sets the student career number to zero, which is the first academic program in the student’s program stack and identifies the student’s primary academic program. A new student career number is assigned when a student elects to participate in an additional academic program and plan within the same academic career. The best practice is to assign a number incrementally, i.e. with a 1, then 2, etc. When a student is activated in a term, if that student has more than one career number that is active, the system designates the academic program associated to that student’s lowest active career number as the student’s Primary academic program. Select to modify all academic level fields on this page. This selection carries over to the next term, so when user adds a new row to activate the student in the next term, this check box is selected by default. Also, when user overrides all academic levels, the system will set all academic levels for the next term to the end of term level for the prior term row. User should select this check box sparingly, because doing so prevents the system from automatically determining the student's academic levels. If user clears this check box, the system uses the academic level defaults that are established on the Academic Level Table page. Select to modify the student’s projected academic level. When user selects this check box the Academic Level - Projected field becomes available to edit. If user clears this check box, the system will recalculate the academic level projected if the level rule uses units or term progression. Last Updated: October 30, 2013| Page: 398

Field Academic Level – Projected

Academic Level – Term Start

Academic Level – Term End

Level Determination

Activation Date Academic Year Load Determination

Form of Study

Academic Load

Billing Career

SR Reference Guide Field Description Academic level is an indication of a student progress based on units completed, e.g. Upper Freshman, Lower Junior, etc. The system displays the student’s projected academic level at the start of the term, which will be the student’s actual academic level, provided that the student passes all in-progress units from previous terms. The system uses this field for enrollment restriction checking and tuition calculation, among other things. User can override this field value if they select either the Override Projected Level check box or the Override All Academic Levels check box. User might override a student’s projected academic level when they know that their academic institution will be receiving the student’s transfer credit, but the credit has not yet been entered into the student's official record. When user overrides all academic levels, the system sets by default the academic levels for the next term to the value that is in the Academic Level - Term End field for the prior term row. By default, the system displays the student’s academic level at the beginning of the term, based on cumulative completed units from previous terms or transfer units. User can override this field value if they select the Override All Academic Levels check box. When user overrides all academic levels, the system sets by default the academic levels for the next term to the value that is in the Academic Level - Term End field for the prior term row. By default, the system displays the student’s academic level at the end of the term, based on cumulative completed units, including work completed in this term and transfer units. User can override this field value if they select the Override All Academic Levels check box. When user overrides all academic levels, the system sets by default the academic levels for the next term to the value that is in the Academic Level - Term End field for the prior term row. By default, the system displays the level determination value from the Level/Load Rules Table component, based on the level load rule that is attached to the student's primary academic program for the current career and term row Upon saving this page, this field reflects the date the term activation was performed. By default, the system displays the academic year to which the specified term belongs. By default, the system displays the load determination value from the Level/Load Rules Table component, based on the level load rule that is attached to the student's primary academic program for the current career and term row. The system, by default, sets the student’s form of study to Enrollment, but user can override this default value. The value of Enrollment tells the system that this form of study is unit-based. The system displays the student’s academic load, which is calculated in units enrolled if the level load rule is set to determine load based on units. Alternatively, the rule could determine load using a default value—assigned on the level load rule itself—or the load could be determined manually. The system, by default, sets the student’s billing career to the academic career in the student’s career term record. The tuition calculation process uses the student’s billing career to calculate the student’s tuition. If the student is active in more than one academic career in the same term, user might want to consolidate tuition calculation and billing under a single academic career. If so, then point the billing career for all of the student’s career term records to the same academic career.

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Field Eligible to Enroll

SR Reference Guide Field Description The system, by default, selects this check box, which informs the enrollment engine that the student is eligible to enroll in classes for the specified term. Clear this check box to prevent the student from enrolling in classes for the specified term. User might clear this check box when posting transfer credit to a student’s career term record in which the student will not be eligible to enroll until a later date. The transfer credit posting process requires that a student is active in the term to which user is posting transfer credit

Enrollment Limit page The enrollment limit page reflects the Approved Academic Load associated with the program in which the student is active, and its corresponding enrollment limits. These default enrollment limits can be updated per student by selecting the Override Unit Limits checkbox.

The following table describes the fields on the Enrollment Limit page of the Term Activate a Student component. Field Primary Academic Program

Academic Group of Advisor

Approved Academic Load

Override Unit Limits

Max Total Units Max No GPA Units

Field Description When a student is activated in a term, if that student has more than one career number whose status is active, the system designates the academic program associated to the student's lowest career number as the student's Primary Academic Program. The system reflects the academic group (A division within an academic institution (e.g. School of Business, Division of Arts and Humanities, etc.)) of the student’s advisor. The system, by default, displays the student’s approved academic load based on the value entered on the Student Program/Plan component. This value can be changed. Select to override the student's term enrollment limits for the approved academic load selected. The unit limit fields become available for entry. When processing enrollment requests with this override, the enrollment engine uses the term enrollment limits that user can define on this page rather than the ones that are defined on the Enrollment page of the Academic Program Table component Enter the maximum number of units that the student can be enrolled in for the term. Enter the maximum number of units that the student can enroll in with a non-GPAgrading basis for the term. Last Updated: October 30, 2013| Page: 400

Field Min Total Units

Max Audit Units Max Wait List Units Max Total Courses

SR Reference Guide Field Description Enter the minimum number of units that the student must be enrolled in for the term. The enrollment engine references this value only when a student attempts to drop a class or make a units adjustment for a class. Enter the maximum number of units that the student can take with an audit-grading basis for the term. Enter the maximum number of wait list units that the student can have for enrollment for the term. The system displays by default the maximum number of courses in which a student can be enrolled for the term according to the value set on the Course Count Limits page.

Student Session page Use the Student Session page only if it is necessary to override certain values already set for the term as a whole and, by default, all of its sessions. Enter or select a session for which term values must be overridden and set those values as needed. Add rows for additional sessions if needed.

The following table describes the fields on the Student Session page of the Term Activate a Student component. Field Session Academic Load

Form of Study

Field Description Enter or select a session within the selected term, in which the student is to be activated. By default, the system displays the student's academic load for the term. User can change the value for an individual session within the term. The system calculates academic load based on the number of units for which the student is enrolled. This field is unavailable for edit if the form of study for the session is Enrollment By default, the system displays the same form of study as defined for the term on the Term Activation page of this component. User can change the form of study for sessions that differ from the term value. For example, a student's form of study for the term is Enrollment, but the student is studying abroad for one session of that term. Their choices are Abroad, Candidacy, Detached, and Enrollment.

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Field Fully Enrolled Date

Approved Academic Load

Override Billing Units Projected Bill Units

SR Reference Guide Field Description The date that the system considers the student fully enrolled for financial aid load calculations and billing purposes. The system, by default, sets the student’s fully enrolled date to the corresponding date for the session, as defined in the academic calendar. User can override this date The system, by default, displays the student’s approved academic load based on the value entered on the Student Program/Plan component. This value can be changed. Select if want to calculate the student's tuition bill with criteria other than the number of units in which the student enrolls. If user sets billing units as a part of tuition calculation, the system displays the number of the student's projected billing units.

Terms In Residence page Use terms in residence to track to the number of terms in which a student is activated. Work that is accomplished outside the classroom—such as fieldwork and dissertation preparation—is also tracked by term even if the student is not enrolled in formal classes.

The following table describes the fields on the Terms In Residence page of the Term Activate a Student component. Field Current In Residence Terms

Transfer In Residence Terms Cumulative In Residence Terms

Field Description The system, by default, displays the current number of terms in which the student is in residence within his or her primary academic program and term. If the level load rule that applies to the student has a resident terms adjustment factor, the system uses the student’s approved academic load and the resident terms adjustment factor to determine the default value. Otherwise, the system displays 1 as the default value. User can override the value in this field. Enter the number of terms that the student has transferred from another organization The system displays the student’s total number of current, past, and transfer terms. The value is the cumulative total of residency terms.

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Field TC Units Adjustment (Transfer Credit Units Adjustment)

SR Reference Guide Field Description When user saves this component, the system assigns the student to an academic level by adding up the student's transfer credit—for careers in which academic level is determined by units—and subtracting the value that is entered here. This enables user to decrease a student's transfer credit for the purposes of assigning him or her to a lower academic level. This calculation does not affect the student's term or cumulative statistics, and the recalculated unit total is not displayed or stored in the system. The calculated sum affects only this student's academic level. For example, user might allow a student to transfer in a total of 75 units for degree progress purposes, even though the student must remain a sophomore, which means she cannot have more than 59 units based on their level rule setup. To adjust her transfer credit units and assign her to the appropriate academic level, enter 16 in this field. User can view the student's projected academic level, academic level at term start, and academic level at term end, on the Term Activation page. The system uses the value in the TC Units Adjustment field to calculate all of these levels. Additionally, a field edit prevents user from entering more units in this field than the student has transfer units. So if the student has 10 transfer units, user cannot enter 11 in this field. Therefore, the TC Units Adjustment field subtracts only from transfer units.

Copy TC Units button

Click the Copy TC Units button to complete the transfer credit posting process. When user tries to post transfer credit statistics for a student in a particular academic program and for a particular articulation term, the system checks whether the student is active in the term and academic program that user selects. If the student is not active in either the academic program or the articulation term, the system sets the status to Complete. After user activates a student in the appropriate academic program and in the articulation term that they selected, they must click this button to transfer the student’s transfer credit to the Students’ Career Term table in Student Records, thereby completing the transfer credit posting process. Note: If user does not copy transfer credit units after term activation, the student’s career term record will not reflect the student’s transfer credit units for the term. User must remember to save their changes after they click this button. The system does not update the Students’ Career Term table until the save is performed. If user selects a term without a transfer credit model status of Complete, the system displays a message informing user that there is nothing to update.

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SR Reference Guide Term Control Dates page The Term Control Dates page displays by default key dates that are determined in the Academic Calendar. These dates can be overridden.

The following table describes the fields on the Term Control Dates page of the Term Activate a Student component. Field Fully Enrolled Date

Show Enrollment on Transcript Show Statistics on Transcript Fully Graded Date

Field Description The date on which this student is considered fully enrolled in the specified term. As of this date, the student’s coursework appears on the student's transcripts. This date is also used for financial aid load calculations and billing purposes. The system, by default, displays the corresponding value from the Term Calendar 3 page for the specified term based on the student’s primary academic program for the term. The date on which the system displays the student’s work in progress on the transcript The date on which the system displays the student’s academic statistics on the transcript. The date on which the system considers this student’s enrollment record for the specified term as fully graded. This value comes from the academic calendar by default. When user defines transcript types, they can indicate whether the transcript processes should use this date and display grade information

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Chapter 2 – Manage Enrollment Appointments Enrollment Appointments are time frames created to enable specific sets of students to enroll in classes prior to the open enrollment period for a given term, using Self Service. Enrollment Appointments can be used to prioritize class enrollment processing for specific sets of students. For example, early enrollment appointments may be given first to seniors with higher GPAs, then somewhat later to seniors with lower GPAs, then to juniors, etc. Validation Appointments may also be created and assigned to students. Validation appointments function similarly to enrollment appointments. Students can use the self-service enrollment and academic planning functionality to store the classes in which they plan to enroll in a staging area, before they are allowed to enroll. They can then validate their selection against a subset of Enrollment Engine edits. So in essence, students can plan their schedules before they can enroll by choosing several combinations of classes and checking to see if the enrollments will be successful. When students validate their schedules, the system calls the Enrollment Engine. Therefore, it might be necessary to assign students appointments during which they can validate their schedules, to prevent a prohibitively large number of students from hitting the system at once. The process for assigning validation appointments is the same as for assigning enrollment appointments. Once enrollment appoints have been assigned, students are able to view their appointment via Student Center selfservice. Note: • •

Values in ‘Display in Self Service’ - ‘Begin and End Dates’ fields on the Term/Session Table component (Set Up SACR > Foundation Tables > Term Setup > Term/Session Table) enables students to view their enrollment appointments for term in Self Service. ‘Display in Self Service’ checkbox for ‘Enrollment Appointments and (Optional) Validation Appointments’ must be selected if these appointments for the term/sessions are to be displayed in Self Service.

Chapter Objectives Upon completion of this chapter, learners will be able to: • • • • • • • •

establish enrollment limits for appointments create enrollment (and/or validation) appointment times create student blocks for appointments assign appointments to a group of students assign appointments to individual students view enrollment appointment details review and update enrollment appointments update enrollment limits based on academic standing

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Topic 1:

Create Enrollment Limits for Appointments

If desired, enrollment limits may be established for appointments that are different from the enrollment limits already established for the term (or session) for which the appointments will be created. Enrollment limits for appointments may be set up in advance and then used as appointments are created. Enrollment limits for appointments are set up using the Appointment Limits Table. The Appointment Limits Table can be found by navigating to Records and Enrollment > Term Processing > Appointments > Appointment Limits Table

Step Summary 1. Navigate to the Appointment Limits Table. 2. Find the appropriate table linking Academic Institution and Academic Career. 3. Designate an ID, a Description, and establish a first set of enrollment limits for a specific set of students who will be assigned appointments. 4. Add new row(s), if needed, for additional limits for additional sets of students, and repeat Step 3. 5. Save.

Detailed Information Use the Appointment Limits Table to establish enrollment limits for specific populations of students who will be assigned enrollment appointments.

The following table describes the fields on the Appointment Limits Table component. Field Appointment Limit ID Description Full Time Max Total Units Full Time Max No GPA Units

Full Time Max Audit Units

Field Description Enter an appointment limit ID to identify the population of students for whom a distinct set of enrollment limits is to be determined. Enter a description of the population of students for whom the enrollment limits are being determined Enter the maximum number of units for which full-time students within the specified population can enroll during their assigned appointment. Enter the maximum number of units with a non-GPA-grading basis for which fulltime students within the specified population can enroll during their assigned appointment. Enter the maximum number of Audit units for which full-time students within the specified population can enroll during their assigned appointment. Last Updated: October 30, 2013| Page: 406

Field Full Time Max Wait List Units Part Time Max Total Units Part Time Max No GPA Units

Part Time Max Audit Units Part Time Max Wait List Units

SR Reference Guide Field Description Enter the maximum number of Wait List units for which full-time students within the specified population can enroll during their assigned appointment. Enter the maximum number of units for which part-time students within the specified population can enroll during their assigned appointment. Enter the maximum number of units with a non-GPA-grading basis for which part time students within the specified population can enroll during their assigned appointment. Enter the maximum number of Audit units for which part -time students within the specified population can enroll during their assigned appointment. Enter the maximum number of Wait List units for which part -time students within the specified population can enroll during their assigned appointment.

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Topic 2:

Create Student Appointment Blocks

For students to be assigned to enrollment appointments in batch, Student Appointment Blocks must first be defined. A Student Appointment Block is a set of criteria that will correspond to a particular population of students to whom enrollment appointments are to be assigned. Processing priorities can be set up within a student appointment block, and also Student Appointment Blocks can themselves be prioritized within the appointment assignment process. The Student Appointment Block component can be found by navigating to Records and Enrollment > Term Processing > Appointments > Student Appointment Block.

Step Summary 1. 2. 3. 4. 5. 6. 7.

Navigate to the Student Appointment Block component. Find the appropriate table linking Academic Institution and Academic Career. Designate an ID and description for the first Student Appointment Block within this institution/career combination. Enter all appropriate criteria to define the first student block. Add new rows as needed to create additional student blocks, and enter defining criteria. On the Processing Priorities page, designate Priority Rankings for each student block, if desired. Save.

Detailed Information Find the appropriate table linking Academic Institution and Academic Career.

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SR Reference Guide Use the Student Appointment Block page to create blocks of students for enrollment appointments. Set a name, description and selection criteria for a first block of students. Add new rows for additional blocks.

The following table describes the fields on the Student Appointment Block page of the Student Appointment Block component. Field Student Appointment Block Description Use Custom Selection

Field Description Enter a name, up to 6 characters for this block of students. Enter description for this block of students. Select to build a block of students using individual student IDs.

Use the following fields to define the criteria for students to be included in this block Field Academic Program

Academic Level – Projected

Academic Level – Term Start

Field Description Degree program (i.e. Undergraduate, Master of Arts) in which students are active. Once a program has been entered, the Add Programs link can be used to include other academic programs in the selection criteria. Click the Add Programs link; add new row(s) to include additional academic programs. Select a projected academic level to limit this student appointment block to students with this projected academic level. Only the levels for the academic program that user selected are available. If no academic program is selected, then all levels for all programs within this career are available. If multiple academic programs are selected, all levels for all of the selected programs are available. Select a value to limit this student appointment block to students who are assigned this academic level at the start of the term. Only the levels for the academic program that user selected are available. If no academic program is selected, then all levels for all programs within this career are available. If multiple academic programs are selected, all levels for all of the selected programs are available.

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Academic Level – Term End

Student Group

Cumulative GPA From Cumulative GPA To Cumulative Units From

Cumulative Units To

Include in Progress Units (not pictured) Term

SR Reference Guide Select a value to limit this student appointment block to students who are assigned this academic level at the end of the term. Only the levels for the academic program that user selected are available. If no academic program is selected, then all levels for all programs within this career are available. If multiple academic programs are selected, all levels for all of the selected programs are available. A defined community of students in CUNYfirst who share common criteria. Select a student group to limit this student appointment block to students who are assigned to this student group. Assign students to student groups on the Student Group page. Enter a value to limit this student appointment block to students who have at least this cumulative GPA. Enter a value to limit this student appointment block to students who have up to this cumulative GPA. Enter a value to limit this student appointment block to students who have at least this amount of cumulative units. When user navigates out of this field the Include in Progress Units check box appears. Enter a value to limit this student appointment block to students who have up to this amount of cumulative. When user navigates out of this field the Include in Progress Units check box appears. Checkbox appears only if a value is entered in Cumulative Units From or Cumulative Units To. When selected, in-progress units will be included in criteria specified in those fields. Enter or select a term to determine how many students fit this student appointment block criteria for a specific term

Get # of Students in Block button Click the Get # of Students in Block button to display how many students fit this student appointment block for the selected term.

Processing Priorities page Use the Processing Priorities page to define ranking priorities for this student appointment block. The Assign Appointment process uses these rankings when assigning enrollment appointments to students. User can override these values on the Assign Appointments page

The following table describes the fields on the Processing Priorities page of the Student Appointment Block component. Last Updated: October 30, 2013| Page: 410

Field Priority Ranking 1 Priority Ranking 2 Priority Ranking 3

SR Reference Guide Field Description Define ranking priorities for this student appointment block. Units Completed: The Assign Students Appointment process uses a student’s total cumulative units (as found on the student’s career term record). This includes a student’s total transfer credit (total other credit and total test score credit. Cumulative GPA: The Assign Students Appointment process uses a student’s total cumulative GPA. Academic Level - Projected: The Assign Students Appointment process uses a student’s projected academic level as found on the student’s career term record. Academic Level - Term End: The Assign Students Appointment process uses a student’s academic level at term end as found on the student’s career term record. Academic Level - Term Start: The Assign Students Appointment process uses a student’s academic level at term start as found on the student’s career term record.

If these fields are left empty, or multiple students are ranked the same, such as when multiple students have the same cumulative GPA, the system sorts those students by ID. A simple randomization feature loads the students into a temporary table and randomly assigns them a sequential number. Then, the system assigns the students appointments based on their number. This prevents a student from receiving an undesirable appointment every term based on their ID.

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Topic 3:

Create Appointment Times (Appointment Blocks)

For enrollment (or validation) appointments to be assigned, blocks of appointment times must first be created using the Appointment Table. The Appointment Table can be found by navigating to Records and Enrollment > Term Processing > Appointments > Appointment Table.

Step Summary 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11.

Navigate to the Appointment Table. Search for the appropriate table linking Academic Institution, Academic Career and Term. On Appointment Table page, a separate row appears for each session in the term. If students are to be allowed to enroll in multiple sessions during the same appointment, select an “Appointment Control Session” for those sessions to be included in the appointments for the primary session. For each session, select the “Display in Self-Service – Enrollment Appointments” checkbox, if desired. On the Enrollment Appointments page, for each session (or for the Appointment Control Session) designate a name and description for a first Appointment Block. Create appointments manually or generate appointments by using the Create Appointments button. Create additional appointment times manually within any block, if needed. Add new rows to create additional Appointment Blocks, if needed. On the Validation Appointments page, repeat Steps 6-9, if needed. Save.

Detailed Information Search for the appropriate table linking Academic Institution, Academic Career and Term.

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SR Reference Guide Appointment Table page Use the Appointment Table page to designate an appointment control session (if necessary) and to allow appointments to display in self-service.

The following table describes the fields on the Appointment Table page of the Appointment Table component. Field Appointment Control Session

Display in Self Service • Enrollment Appointments • Validation Appointments Session Dates

Field Description If the term has more than one session and students are to be allowed to enroll in multiple sessions during the same appointment, select an “Appointment Control Session” for those sessions to be included in the appointments for the primary session. For example, if a Spring term has a Regular Academic Session and a Winter session, and students are to be allowed to enroll for both sessions during the same appointment, on the Winter Session row, select “Regular Academic Session” as the Appointment Control Session. Note: if Appointment control session is used, Update Enrollment Limits Batch process cannot be used to later update enrollment limits Select if enrollment and/or validation appointments for this session are to be displayed in Self Service. These dates appear as defaults from the Session Table page. They appear here to assist when assigning appointment date ranges on the Enrollment Appointments page.

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SR Reference Guide Enrollment Appointments page Us the Enrollment Appointment page to build blocks of appointment times. Appointment times may be defined manually at the bottom of the page. However, to generate multiple appointment times automatically, according to set criteria, click the Create Appointments link.

Fields for generating appointment times now appear on the page, as below:

The following table describes the fields on the Enrollment Appointments page of the Appointment Table component. Field

Field Description Last Updated: October 30, 2013| Page: 414

Field Appointment Block

Description Create Appointments group Field Start with Appointment Nbr (Number) Appointment Start Date Appointment End Date

SR Reference Guide Field Description Enter a name or code for this appointment block. An appointment block is a group of appointment times. One or several appointment blocks can be defined for a session. When the Assign Students Appointment process is run, a student appointment block is merged with this appointment block Enter a description that identifies the use of this appointment block.

Field Description Indicate to the system what number should begin the numbering of appointment blocks. This can be any numerical value. If no value is entered, the system will start the appointment numbers with the next available number. Enter the range of dates that the generated appointment times can start. Generated appointments may end later than this date, but may not start later than this date.

Appointment Start Time Appointment End Time

The appointment start and end dates will be edited against the first date and last date to enroll for the session. If the date being added is not within the range, an error message will appear... Enter a range of times at which user want the appointments to start. Generated appointments might end later than the specified end time, but may not start later than that time.

Appointments Start Every Appointments End When the Next Appt Starts All Last Same Length of Time

Set the interval of time between the start times of each appointment, designating a number (Length) and Minutes, Hours or Days. Select to have the system schedule appointments immediately following one another. Select to manually enter the length of time that user wants each appointment to last. When selected, fields appear for designating a number (Length) and Minutes, Hours or Days that each appointment should last.

All End at the Same Time

Select to indicate a specific date and time that user wants all appointments in this appointment block to end. When selected, the End Date and End Time fields appear.

Number of Students per Appointment

Enter the number students to be assigned to each generated appointment. After appointments are generated, this number can be changed for any individual appointment.

Create Appointments button Use the Create Appointments button to generate appointments according to the specified criteria.

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SR Reference Guide All generated appointments now appear below, under the Appointments heading.

Field Appt Nbr (Appointment Number)

Start Date / End Date Start Time/ End Time

Field Description A number representing a specific appointment within an appointment block, which may be generated by the system using the automated “Create Appointments” function or may be entered manually. The start and end dates and times for each appointment, as generated through the Create Appointments function, or entered manually.

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SR Reference Guide Validation Appointments page The Validation Appointments page is used to create blocks of validation appointments in exactly the same way the Enrollment Appointments page is used to create enrollment appointments.

Field Appt Nbr (Appointment Number)

Start Date Start Time End Date End Time

Field Description A number representing a specific appointment within an appointment block, which may be generated by the system using the automated “Create Appointments” function or may be entered manually. The start and end dates and times for each appointment, as generated through the Create Appointments function, or entered manually.

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Topic 4:

Assign Appointments for Multiple Students (Batch Process)

Once Student Appointment Blocks have been created, and blocks of appointment times have been defined for a given term, students can be assigned to appointments in batch, using the Assign Appointments component. Students may be assigned either to enrollment appointments or validation appointments using this component, by selecting the appropriate choice in the Appointment Type field. The Assign Appointments component can be found by navigating to Records and Enrollment > Term Processing > Appointments > Assign Appointments.

Step Summary 1. 2. 3. 4. 5. 6. 7. 8.

Navigate to the Assign Appointments component. Add a new Run Control ID or find an existing one. Designate Academic Institution, Academic Career and Term for which appointments are to be assigned. Allow the default value, “Add Appointments,” to remain in the Process Mode field. Select the session for which appointments are to be assigned. Enter or select a Student Appointment Block to designate students who are to be assigned appointments. Select “Enrollment” or “Validation” in the Assignment Type field as appropriate. Select the Use Program Term/Session Limit or select an Appointment Limit ID, to enforce enrollment limits for the appointments to be created. 9. Select or enter an Appointment Block for the appointment times to which the selected students will be assigned. 10. (Optional) designate only a range of appointments (Appointment Number To/Appointment Number From) from the selected Appointment Block to which students will be assigned. 11. Click the Run button to run the process. For instruction on running process, see the Appendix.

Detailed Information In the Assign Appointments component, add a new Run Control ID or find an existing one.

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SR Reference Guide Use the Assign Appointments to set the criteria for merging student blocks with appointment blocks for a given term and session(s).

Note: To ensure students receive the best appointment possible, organize the Student Appointment Blocks so that the most favorable student appointment block runs first. The following table describes the fields on Assign Appointments component. Field Academic Institution Academic Career

Term

Field Description A specific college within CUNY. Enter or select the college for which student appointments are to be assigned. The academic level of course work, such as graduate, undergraduate, professional, etc. with which students and courses are associated. Enter or select the Academic Career of the students to be assigned appointments. Time period (Fall, Spring, and Summer) of a given year, associated with a specific Academic Institution and containing one or more Session in which classes are scheduled. Enter or select the term for which appointments are to be assigned.

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Field Process Mode

Create Communications

Session Do Not Allow Multiple Appts (appointments) Student Appointment Block

Override Block Priorities Priority Ranking 1 Priority Ranking 2 Priority Ranking 3

Appointment Type Use Program Term/Session Limit

SR Reference Guide Field Description Select Add Appointments to have the process find students based on the specified criteria and assign them the selected appointments. Select Delete Appointments to have the process find students based on the specified criteria and delete those students' appointments. Added and deleted appointments will be correctly reflected in the Number of Student Assigned field on the Enrollment Appointments page. Because the Process Mode field is on level one, deleting appointments deletes all appointments for all rows on this page. If user wants to delete just one student appointment block, add that student appointment block to a new run control. Select this check box to record appointment information to be able to later generate enrollment appointment notifications for students. When user selects this check box, the Assign Students Appointments process populates the communication table with an administrative function of APP and records for each affected student the action of add or delete the appointment type of enrollment or validation appointment, and the student block and appointment block. Time period within a term in which classes are scheduled. Select the session for which appointments are to be assigned. Select this check box to prevent the system from assigning multiple appointments to a student who meets the criteria of multiple student appointment blocks. A pre-defined set of criteria that will correspond to a particular population of students to whom enrollment appointments are to be assigned. These are created using the Student Appointment Block component. Enter or select a block of students to be assigned appointments. Select this check box to override the priority ranking set up for the student appointment block on the Processing Priorities page. These fields become available when user selects the Override Block Priorities check box. Use these fields to override the priority ranking set up for the student appointment block on the Processing Priorities page. The Assign Appointment process obeys these rankings when assigning enrollment appointments to students. • Units Completed: The Assign Students Appointment process uses a student’s total cumulative units (as found on the student’s career term record). This includes a student’s total transfer credit (total other credit and total test score credit. • Cumulative GPA: The Assign Students Appointment process uses a student’s total cumulative GPA. • Academic Level - Projected: The Assign Students Appointment process uses a student’s projected academic level as found on the student’s career term record. • Academic Level - Term End: The Assign Students Appointment process uses a student’s academic level at term end as found on the student’s career term record. • Academic Level - Term Start: The Assign Students Appointment process uses a student’s academic level at term start as found on the student’s career term record. Select Enrollment or Validation to indicate whether the appointments user is assigning are enrollment or validation appointments Select this check box to have the Enrollment Engine enforce term/session limits for the students to whom appointments are assigned based on the limits of the students' academic programs. User must select this check box or enter an appointment limit ID

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Field Appointment Limit ID

Appointment Block Appointment Number From

Appointment Number To

Find Appointment From Find Appointment To

SR Reference Guide Field Description A pre-defined set of enrollment limits that may be applied to the appointments to be assigned and which would then override the default limits of the students’ academic programs. These are created in the Appointment Limits table. Enter or select the ID of the appointment limits to be applied to the assigned appointments. Only those appointment limit IDs for this academic career will appear in the search dialog. User must select the Use Program Term/Session Limit check box (above) or enter an appointment limit ID. A pre-defined group of appointment times created in the Appointment Table. Enter or select an appointment block of appointments to which students will be assigned. Select the appointment number within the specified range of appointment numbers to further narrow where user wants the process to begin its assignment of appointments for students that meet the processing parameters of this row of the request. Select the appointment number within the specified range of appointment numbers to further narrow where user wants the process to end its assignment of appointments for students that meet the processing parameters of this row of the request. Click to search for an appointment to populate the Appointment Number From field (above). The Assign Appointments - Search for an Appointment page appears. Search for the desired appointment using the displayed criteria fields

Find Appointment From/To Links Use the Find Appointment From and Find Appointment To links to search for appointments with which to populate the corresponding fields.

Upon clicking either link (Find Appointment From or Find Appointment To), the Assign Appointments - Search for an Appointment page appears. Enter one or more search criteria to search for appointments within the specified block. Click the Fetch Appointments button.

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Click the Select Appointment button for the desired appointment to populate the field.

The field is now populated with the desired Appointment number.

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Run the process With all criteria selected, click the Run button to assign appointments.

For further instruction on running a process, see the Appendix.

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SR Reference Guide

Topic 5:

View/Update Appointments for Individual Students

Enrollment appointments can be assigned to individual students using the Student Enrollment Appointment component Also, once a student appointment already exists, the Student Enrollment Appointment component can be used to update that appointment. The Student Enrollment Appointment component can be found by navigating to Records and Enrollment > Term Processing > Appointments > Student Enrollment Appointment.

Step Summary 1. Navigate to the Student Enrollment Appointment component. 2. Search for the appropriate page linking the student (ID), Academic Institution, Academic Career and Term. 3. If the term has more than one session, navigate, if necessary, to the session for which the appointment is to be assigned or updated. 4. Verify or override the Session enrollment limits for the selected session. 5. Enter new appointment(s) from pre-defined appointment blocks, and set the enrollment limits for each appointment (if different from session limits) -Or6. Modify existing appointments, including their individual enrollment limits (if different from session limits). 7. Save.

Detailed Information Search for the appropriate page linking Student ID, Academic Career, Academic Institution and Term.

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SR Reference Guide Use the Student Enrollment Appointment component to assign an appointment to a student for enrollment in a specific session, or to update a student’s existing appointment(s).

The following table describes the fields in the Student Enrollment Appointment component. Field Session Only Use Term Limits

Field Description Enter or select the session within this term for which the appointment is to be assigned or updated. Select if user wants the enrollment engine to use term unit limits (defined on the Enrollment page of the Academic Program Table component), rather than session unit limits (defined in the Session area of the Enrollment page of the Academic Program Table component). The enrollment engine still checks appointment limits, even if this check box is selected.

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Field Override Maximum Units

Max Total Units Max Audit Units Max Total Courses

Max No GPA Units Max Wait List Units

Enrollment Appointments group Field Appt Block (appointment block)

Appt Number (appointment number) Start Date / End Date Start Time / End time

SR Reference Guide Field Description Select to override the session unit limits set for the student’s primary academic program of the enrollment term. When user selects this check box, the system makes available the Max Total Units, Max Audit Units, Max No GPA Units, and Max Wait List Units fields and displays the values set on the Session page of the Academic Program Table component. User can then override the values for this student’s enrollment appointment. If they are assigning a new enrollment appointment to the student and want to use this override, they must first select this check box and save the page. Clear this check box to use the previously defined session unit limits set for the student’s primary academic program of the enrollment term. Note: Selecting this check box does not override a student’s term unit limits for the student’s primary academic program within the enrollment term, as set on the Enrollment page of the Academic Program Table component. Enter the maximum number of units that the student can enroll in for all of the enrollment appointments within the specified session. Enter the maximum number of units that the student can take in audit status for all of the enrollment appointments within the specified session. By default, the system displays the maximum number of courses that this student can take for the specified session. The system determines this value according to the maximum courses that a student can take for the specified session and the term category of the specified term, as defined for the student’s primary academic program for the specified term. Set total maximum course values by academic load for term category and session combinations within an academic program on the Course page in the Academic Program Table component. If user has cleared the Only Use Term Limits check box for the specified session on the Session Enrollment Limits page, this field is unavailable. Enter the maximum number of units that the student can enroll in with a non-GPA grading basis for all of the enrollment appointments within the specified session. Enter the maximum number of wait-list units that the student can take for all of the enrollment appointments within the specified session,

Field Description A pre-defined group of appointment times created in the Appointment Table. Enter an appointment block containing the appointment(s) to which students will be assigned, or use the Find Appointment link to populate this field. A number representing a specific appointment within an appointment block. Enter an appointment number from the selected appointment block, or use the Find Appointment link to populate this field. System reflects the Start and End Dates and Start and End times of the selected appointment as determined in the Appointment Table.

Select Limits for Appointment group Field Field Description Use program Term/Session Limit Select to use the Term or Session enrollment limits for the selected academic program for the appointments assigned to this student. Use Appointment Limit ID Select to use a predefined Appointment Limit ID for the appointments assigned to this student. The Limit ID field becomes available, and the desired limit ID may be selected or entered. Set Maximum Units Select to manually set enrollment limits for the appointments assigned to this student. The following four fields become editable. Max Total Units Enter the maximum number of units for which the student may enroll during these appointments. Last Updated: October 30, 2013| Page: 426

Field Max Audit Units Max GPA Units Max Waitlist Units

Validation Appointments group Field Appt Block (appointment block)

Appt Number (appointment number) Start Date / End Date Start Time / End time

SR Reference Guide Field Description Enter the maximum number of audit units for which the student may enroll during these appointments. Enter the maximum number of units with a non-GPA grading basis for which the student may enroll during these appointments. Enter the maximum number of Wait List units for which the student may enroll during these appointments.

Field Description A pre-defined group of appointment times created in the Appointment Table. Enter an appointment block containing the appointment(s) to which students will be assigned, or use the Find Appointment link to populate this field. A number representing a specific appointment within an appointment block. Enter an appointment number from the selected appointment block, or use the Find Appointment link to populate this field. System reflects the Start and End Dates and Start and End times of the selected appointment as determined in the Appointment Table.

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SR Reference Guide

Topic 6:

Update Enrollment Limits (Batch Process)

Once Academic Standing for a term/session has been calculated and updated student’s enrollment limits for the future term activated terms can be updated (as per college’s policy) using the Update Enrollment Limits process. The Update Enrollment LImits component can be found by navigating to CUNY > Campus Solutions > CS Extensions > Update Enrollment Limits.

Step Summary 1. Navigate to the Update Enrollment Limits component. 2. Add a new Run Control ID or find an existing one. 3. Select Academic Institution, Academic Career and Term and session for which enrollment limits needs to be updated. 4. Click the Run button to run the process. For instruction on running process, see the Appendix.

Detailed Information In the Assign Appointments component, add a new Run Control ID or find an existing one.

Use the Update Enrollment Limits page to set the criteria for the process.

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SR Reference Guide The following table describes the fields on Update Enrollment Limits component. Field Institution Career

Term

Session

Academic Standing From Units >= To Units = To CUM GPA Term Processing > Appointments > Student Enrollment Appointment) and view the enrollment limits for a student from the log file for selected term/session to validate the process.

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Unit VII: Enrollment Management Unit Introduction A large portion of the class enrollment data for any term will come initially through the actions of students using the Self Service component in CUNYfirst. Self-service functions are not described in this course. However, the processes in CUNYfirst that are used to process students’ enrollment other than through self-service are described here. These processes have the capability of changing the students’ enrollment status in classes, as well as maintaining other important enrollment information, such as how the class is graded, the number of units (credits) the student may receive, and more. Finally, the processes for requesting certification of attendance and enrollment verifications for students and then processing those requests are described in this course. Unit Objectives Upon completion of this course, the learner will be able to: • • • • • •

initiate or modify class enrollment for individual students initiate or modify class enrollment for multiple students update and manage class enrollment data process withdrawals and cancellations process enrollment verification requests process verification of attendance.

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Chapter 1 – Enrollment: Individual Student Once students have been activated in a term, student enrollment actions can be processed in a variety of ways. In addition to students performing certain enrollment functions themselves through Self Service, there are a number of components through which enrollment actions can be performed by other users of the system (with the appropriate security roles). Actions affecting students’ enrollment can include the following: • • • • • • •

Enroll Drop Swap Update Wait List status Add grade Change grade Maintain enrollment data

There are four main components (outside of Self Service) through which student enrollment actions can be performed. All four, though they show data fields in different arrangements, store and update enrollment data on the same table (the STDNT_ENRL table), so that an update to one affects the system in exactly the same way as an update to any of the others. These components are: • • • •

Quick Enroll Enrollment Request Enrollment Block Enrollment

These components are used to process enrollment actions for individual. Depending on the specific enrollment task being performed, one of these components may be more practical or efficient to use than another. Also, certain of these components, or certain fields within them, may be inaccessible, depending on the user’s security role(s). Note:

The Enrollment component is available to very few users, and should be used only to process enrollment actions where the use of either the Quick Enroll or Enrollment Request component is not practical. An enrollment action processed using the Enrollment component bypass all requisite, requirement, and deadline and also assigns no Enrollment Request ID to the action. This is why great care must be taken in its use.

Chapter Objectives Upon completion of this chapter, learners will be able to: • • •

process student enrollment using the Quick Enroll component process student enrollment using the Enrollment Request component process student enrollment using the Enrollment component

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Topic 1:

Quick Enroll

Student enrollment actions can be processed using the Quick Enroll a Student component. This component may be used as part of the process to quickly admit and enroll a student in certain cases where expedience is needed. Also, it can be used for of the same functions that can be performed using the Enrollment Request component. Among the enrollment actions that can be processed for a student for specific classes using the Quick Enroll a Student component are: • • • • • • •

Enroll Drop Swap Update Wait List status Add grade Change grade Maintain enrollment data

The Quick Enroll a Student component can be found by navigating to Records and Enrollment > Enroll Students > Quick Enroll a Student.

Step Summary 1. Navigate to the Quick Enroll a Student component. 2. Add a new value linking Student ID, Academic Career, Academic Institution and Term Note: A new Enrollment Request ID will be created upon saving the data 3. Add or update a row of data specifying an enrollment action and class ID number. 4. Add or update any necessary grading, enrollment controls, overrides, or other data pertaining to the specified class enrollment. 5. Add additional rows and repeat Steps 3 and 4 if needed. 6. Click the Save button to save the new or updated enrollment actions and data (which can be submitted later). 7. Click the Submit button to process the enrollment actions.

Detailed Information To create a new Enrollment Request, select Add a New Value linking student (ID), Academic Institution, Career and Term.

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SR Reference Guide Request ID number In the creation of a new enrollment request using Quick Enroll, the Request ID will be all zeros until the data is saved (as displayed below.

View the Quick Enrollment page The data on the Quick Enrollment page is displayed on 5 tabs. If desired, all the data within these tabs can be displayed by clicking on the Show All Columns button.

To return this view back to the 5-tab format, click the Show Tabs button.

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SR Reference Guide Class Enrollment tab Use the Class Enrollment tab to select the enrollment action and class.

The following table describes the fields on the Class Enrollment tab of the Quick Enrollment component. Field Request ID ID (Student ID) Action

Field Description Identifies the enrollment request as unique from other enrollment requests. In Add mode, the system generates a unique enrollment request ID when data is saved ID number of the student for whom an enrollment request is processed (system displays the student’s name to the left of the ID). An enrollment action is the action performed on a student’s enrollment record for a specific class. The system by default sets the enrollment action for the request to Enroll, but user can override this default value. Select from the following choices. Add Grd (add grade): Select to add a grade to the student’s enrollment record for the corresponding class. Change Grd (change grade): Select to change a grade on the student’s enrollment record for the corresponding class. Chg WL Pos (change wait list position): Select to change the student’s wait list position for the corresponding class. Drop: Select to drop the student from the corresponding class. Drop to WL (drop to wait list): Select to drop the student from the corresponding class and move the student to the wait list for that class. Enroll: Select to enroll the student into the corresponding class. Norm Maint (normal maintenance): Select to update the student’s enrollment record for the corresponding class in normal maintenance mode. Items available for update include grading basis, units, permission, course count, notes, requirement designation, repeat code, and instructor ID. User can use the normal maintenance action to update these items, rather than dropping the class and re-adding it with the new information. Remove Grd (remove grade): Select to remove a grade from the student’s enrollment record for the corresponding class. Swap: Select to enable the student to swap the corresponding class in which he or she is enrolled for a different class. The Change To field becomes available to enter the new class section in which the student wants to enroll. User can also use this option to swap a student’s enrollment from one related class section to another related class section. List the enrollment class section in both the Class Nbr (Number) and Change To fields, select a different related class, and then post the enrollment transaction. User cannot use the swap option to add or drop optional non-enrollment component sections. For example, if a student enrolls in a class section without designating the optional non-enrollment component section as a related class, then user cannot use the swap option to add the optional non-enrollment component section to the student’s enrollment record. Instead, user must drop the student from the enrollment section, then process another enrollment

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Field

Class Nbr (Number)

SR Reference Guide Field Description request to add the student back into the enrollment section and also the optional non-enrollment component section. Likewise, if a student initially enrolls in both the enrollment section and the optional non-enrollment component section but wants to drop the optional non-enrollment component section altogether, user must drop the student from both sections and process another enrollment request to add the student back into the enrollment section only. The system-generated number assigned to each class section that is scheduled in a term. If submitting a new enrollment transaction, enter the number of the class for the term. The lookup tool can be used to search for the desired class, displaying the following Class Search page.

For instructions on using the Class Search component. Upon selecting a class from the search results, the Quick Enrollment page will return to view and the correct class number will populate the Class Nbr (Number) field. At the same time a link will appear consisting of the class’s Subject and Catalog number, as the following

Section Related 1

Related 2

Clicking that link will open a new page showing the class details of the selected class, for reference if needed. A specific scheduled instance of a course offering, identified by a number. When a class is selected, the section number of that class is displayed. If an enrollment action of Enroll or Swap is selected, the Related 1 and Related 2 fields become available for edit. If the class has a related class that is not an autoenroll class, select that class number in this field. The values that appear are those associated sections that are scheduled for the class in the schedule of classes. If the class has another related class that is not an auto-enroll class, select that class number in this field.

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SR Reference Guide Units and Grades tab Use the Units and Grade tab to view and/or update class unit and grade data for each row of enrollment actions.

The following table describes the fields on the Units and Grade tab of the Quick Enrollment component. Field Unit Taken

Course Count Grade Base (Grading Basis)

Grade Input

Repeat Code

Requirement Designation

Field Description The system displays the minimum units value for this class from the Class Associations page on the Schedule of Classes (except for those classes defined as variable unit classes). The system uses the Units Taken value to calculate the transcript GPA and the enrollment load. The enrollment engine uses units taken to calculate the number of units a student can take in a term. If minimum units and maximum units are different on the Class Associations page, then the class is defined to have variable units. In such a case, this field becomes active, and the number of units the student chooses must be entered in this field. This field appears by default from the Course Count field on the Class Associations page. This field indicates the value of the course towards degree progress. Basis upon which grades are assigned to students in a class, i.e. “Graded.” (Letter grade), Pass/Not Pass, etc. The system displays the grading basis for the class according to the value set in the corresponding field on the Class Components page of the Class Associations component. If the grading basis of the class has been set to student option on the Class Components page, then this field becomes available for edit and students can select their own grading basis. The system determines the prompt values according to the grading scheme for the academic career to which the course belongs, as defined on the Academic Career Table page. This is the final grade given to the student for the class. A grade can be entered here or on the grade roster generator. When a grade is entered and posted, the system displays the grade here. Note: Posting grades through the Quick Enroll, Enrollment Request, and Block Enrollment components automatically runs the repeat checking process if the Repeat Grade Check option is set to all crse (all courses) for the student’s academic program. Repeat codes work in conjunction with repeat rules to determine whether a repeated class violates repeat policies. When the repeat checking process runs, it searches the student’s enrollment history to find class enrollments with matching course IDs. When it finds a match, it determines whether the repeat is legal based on the defined repeat rules. Select a repeat code for the enrollment transaction, if applicable. Used to indicate the course type and coding as Liberal Arts or Non Liberal Arts in the following areas: Compensatory, Developmental, Graduate, Laboratory, Massage, Remedial, and Regular.

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Field Requirement Designation Option

RD Grade

SR Reference Guide Field Description If there is a requirement designation specified for the corresponding row of the enrollment transaction and that requirement designation is at the student’s option, select whether the student elects to take the requirement designation. Currently not in use at CUNY. The student requirement designation grade for the class enrollment can be entered on this page or through the grade roster. Usually, it is more convenient to enter grades for groups of students and classes through the grade roster. Choices are Satisfied or Not Satisfied. Currently not in use at CUNY.

Other Class Info tab Use the Other Class Info tab to add permission number and/or course number to drop if successful enrollment in desired course occurs.

The following table describes the fields on the Other Class Info tab of the Quick Enroll component. Field Permission

Drop If Enroll

Ind Study Instructor (Independent Study Instructor)

Field Description This field is for entering a general permission number that must have been generated by the system for this class. If the student has been granted a general permission for enrollment in the specified class, enter the number in this field. The system reserves the permission number for the student. The system displays this field only when the Action field is set to Enroll. Enter the class section that the student wants to drop. The system will drop the student from this class section only when the student is successfully enrolled in the class section that the student is currently requesting. The system does not drop the student if he or she is put on a wait list. So if user selects the Wait List Okay check box and the student is put on the wait list, the system will not drop the student. When user later run the Wait List process for the requested class section and the process successfully enrolls the student in that section, the Wait List process then drops the student from the class section that they specify in this field. If the Instructor Edit field on the Class Associations page for this class is set to anything but No Choice, then this field becomes available for edit. Select the ID of the instructor responsible for the class if the class is an independent study.

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SR Reference Guide Field Action Reason

Field Description Select the enrollment action reason for the enrollment action. Note: Not all enrollment actions have associated reasons and this field may be left blank. If user selects a reason, the enrollment engine automatically retains the student enrollment record even if user is dropping a student from a class during the drop delete period.

Create Transcript Note (link)

If user does not select a reason and user is dropping a student from a class during the drop retain record period, the enrollment engine uses the default reason set on the Session Calendar 2 page subject to the time period associated with that reason. Click to access the Transcript Note page, where a predefined Transcript Note can be selected, or a free-form text can be entered, that prints on the student’s transcript for the class enrollment.

General Overrides tab Use the General Overrides tab to override enrollment limits for a specific enrollment action.

The following table describes the fields on the General Overrides tab of the Quick Enroll component. Field Appointment

Unit Load

Time Conflict Action Date (checkbox)

Field Description Select to override the student’s enrollment appointment date, time, and maximum enrollment units. This enables enrollment of the student in the class on the corresponding row of the enrollment request, regardless of the student’s enrollment appointment. Select to have the enrollment engine skip all unit limit checks, including the unit load for the student’s enrollment appointment, the term and session unit load, the term and session course count load, the term and session no grade point average (GPA) units, the term and session audit units, and the minimum unit enrollment check. Select to disable time conflict checking for class sections when the enrollment request is processed. Select to override the action date. The Action Date field becomes available to edit. Last Updated: October 30, 2013| Page: 439

Field Action Date (editable field)

Requirement Designation (checkbox) Career Service Indicator Requisites

SR Reference Guide Field Description Select the date that user wants to use as the action date for processing this enrollment transaction. The action date is the date that user processes the corresponding row of the enrollment transaction. The system records the action date to track the date that user processes information. By default, the system uses the current system date. When user is processing an enrollment request and they select to override the action date, this field becomes available for edit. Select to override the requirement designation for the corresponding row of an enrollment request. The Requirement Designation field becomes available to edit. Select to override academic career pointers and career pointer exception rules for the student’s academic career. Select to override service holds that have been placed on the student’s record. Select to have the enrollment engine bypass requisite checking when user submits the corresponding row of an enrollment request for processing.

Class Overrides tab Use the fields found on the Class Overrides tab to override class-specific limits on enrollment actions. Only overrides that the user is authorized to access are available

The following table describes the fields on the Class Overrides tab of the Quick Enroll component. Field Closed Class Class Links

Class Units Grading Basis

Class Permission

Dynamic Dates Wait List Okay

Field Description Select to override a class’s enrollment status of closed due to enrollment having reached capacity. Select to allow students to add and drop class sections without having to do likewise for the required related component sections in a class association group, to allow students to enroll in a non-enrollment type section, and to allow multiple student enrollments in a course. Select to override the Units Taken field value for both fixed and variable unit classes. Select to allow students to enroll into a class with a grading basis other than the one established for the class. The Grading Basis field becomes available for edit so that a different grading basis for the class enrollment can be selected. Select to override general permission and student-specific permission requirements, academic career pointers, and career pointer exception rules. Note: A student with valid class permission can override course consent, academic career pointers, career pointer exception rules, class capacity size, and requisite checking. Not being used at this time. Select to allow the student to wait list into a class section even if the class section, combined section, and reserve capacity are full provided that space is available on the wait list and the last date to wait list has not passed

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Field Wait List Pos (link)

SR Reference Guide Field Description Click this link to access the Wait List Position page, where user can view the student’s position on the wait list. This link is available only for enrollment requests in which the student is already on the wait list for the specified class section

Submit button Click the Submit button to process the enrollment actions. Note the resulting status for each requested action.

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Topic 2:

Enrollment Request

Student enrollment actions can be processed using the Enrollment Request component. It can be used to accomplish all the same functions as the Quick Enroll component. Among the enrollment actions that can be processed for a student for specific classes using the Enrollment Request component are: • • • • • • •

Enroll Drop Swap Update Wait List status Add grade Change grade Maintain enrollment data

The Enrollment Request component can be found by navigating to Records and Enrollment > Enroll Students > Enrollment Request.

Step Summary 1. 2. 3. 4.

Navigate to the Enrollment Request component. Add a new value linking Student ID, Academic Career, Academic Institution and Term. Add or update a row of data specifying an enrollment action and class number. Add or update any necessary grading, enrollment controls, overrides, or other data pertaining to the specified class. 5. Add additional rows if needed and repeat Steps 3 and 4. 6. Click the Save button to save the new or updated enrollment actions and data (which can be submitted later), or: 7. Click the Submit button to process the enrollment actions; note the resulting status for each requested action.

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Detailed Information To create a new Enrollment Request, select Add a New Value linking student (ID), Academic Institution, Career and Term.

Enrollment Request ID page In the creation of a new enrollment request, the Request ID will be all zeros (as displayed below) until the data is saved.

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SR Reference Guide Use the Enrollment Request page to process student class enrollment actions.

The following table describes the fields on the Enrollment Request component. Field Enrollment Request ID User ID

Field Description Identifies the enrollment request as unique from other enrollment requests. In Add mode, the system generates a unique enrollment request ID when data is saved. System user name of the user initiating the request.

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Field Status

Operator Enrollment Access (link)

Sequence Nbr (Number)

Action

SR Reference Guide Field Description The system displays the status of the enrollment request; one of the following: Errors: The enrollment engine was unable to post the submitted enrollment request due to errors. Click this link to view the errors on the Enrollment Message Log page. Pending: The enrollment request is pending submission for enrollment processing. Messages: The enrollment engine was able to successfully post the enrollment request and has returned an informational message, such as the student’s wait list position. Click this link to view the messages on the Enrollment Message Log page. Success: The enrollment engine was able to successfully post the enrollment request. Click to view the current user’s security status for each enrollment function possibility, as below:

The system sets the sequence number to 1 and increases it by one for each class section added to the enrollment request. The number specifies the order in which the enrollment engine processes rows within the request. An enrollment action is the action performed on a student’s enrollment record for a specific class. The system by default sets the enrollment action for the request to Enroll, but user can override this default value. Select from the following choices. Add Grd (grade): Select to add a grade to the student’s enrollment record for the corresponding class. Change Grd (grade): Select to change a grade on the student’s enrollment record for the corresponding class. Chg WL Pos (change wait list position): Select to change the student’s wait list position for the corresponding class. Drop: Select to drop the student from the corresponding class. Drop to WL (drop to wait list): Select to drop the student from the corresponding class and move the student to the wait list for that class. Enroll: Select to enroll the student into the corresponding class. Norm Maint (normal maintenance): Select to update the student’s enrollment record for the corresponding class in normal maintenance mode. Items available for update include grading basis, units, permission, course count, notes, requirement designation, repeat code, and instructor ID. User can use the normal maintenance action to update these items, rather than dropping the class and re-adding it with the new information. Remove Grd (grade): Select to remove a grade from the student’s enrollment record for the corresponding class. Swap: Select to enable the student to swap the corresponding class in which he or she is enrolled for a different class. The Change To field becomes available for user to enter the new class section in which the student wants to enroll. User can also use this option to swap a student’s enrollment from one related class section to another related class section. List the enrollment class section in both the Class Nbr (Number) and Change To fields, select a different related class, and then post the enrollment transaction. User cannot use the swap option to add or drop optional non-enrollment component Last Updated: October 30, 2013| Page: 445

Field

Action Reason Override Action Date Action Date

Wait List Okay

Class Nbr (Number)

Related Class 1

Related Class 2 Start Date

Instructor ID Repeat Code

SR Reference Guide Field Description sections. For example, if a student enrolls in a class section without designating the optional non-enrollment component section as a related class, then user cannot use the swap option to add the optional non-enrollment component section to the student’s enrollment record. Instead, user must drop the student from the enrollment section, then process another enrollment request to add the student back into the enrollment section and also the optional non-enrollment component section. Likewise, if a student initially enrolls in both the enrollment section and the optional non-enrollment component section but wants to drop the optional non-enrollment component section altogether, user must drop the student from both sections and process another enrollment request to add the student back into the enrollment section only. Select the enrollment action reason for the enrollment action. Select to override the action date. The Action Date field becomes available to edit. Select the date that user wants to use as the action date for processing this enrollment transaction. The action date is the date that user processes the corresponding row of the enrollment transaction. The system records the action date to track the date that user processes information. By default, the system uses the current system date. When user is processing an enrollment request and they select to override the action date, this field becomes available for edit. Select to allow the student to wait list into a class section even if the class section, combined section, and reserve capacity are full provided that space is available on the wait list and the last date to wait list has not passed The system-generated number assigned to each class section that is scheduled in a term. If submitting a new enrollment transaction, enter the number of the class for the term. The lookup tool can be used to search for the desired class, displaying the following Class Search page.

For instructions on using the Class Search component, Upon selecting a class from the search results, the Enrollment Request page will return to view and the correct class number will populate the Class Nbr (Number) field. If an enrollment action of Enroll or Swap is selected, the Related Class 1 and Related Class 2 fields become available for edit. If the class has a related class that is not an auto-enroll class, select that class number in this field. The values that appear are those associated sections that are scheduled for the class in the schedule of classes. If the class has another related class that is not an auto-enroll class, select that class number in this field. When a student attempts to enroll in a class scheduled within an OEE session, the system prompts user to enter a class start date. The date that a student starts an OEE class drives the open entry/open exit processing. A class start date is required for enrollment in OEE classes. If a non-OEE class number is selected, this field does not appear. For Independent Study Class only: enter or select an instructor ID. Repeat codes work in conjunction with repeat rules to determine whether a repeated class violates defined repeat policies. Select a repeat code for the enrollment transaction, if applicable. Last Updated: October 30, 2013| Page: 446

Field Create Transcript Note (link)

Override group Field Grading Basis

Grade Input

Units Taken

Course Count Designation (Requirement Designation

Take Requirement Designation

RD Grade

SR Reference Guide Field Description Click to access the Transcript Note page, where a predefined Transcript Note can be selected, or a free-form text can be entered, that prints on the student’s transcript for the class enrollment.

Field Description Select to allow student to enroll into a class with a grading basis other than the one established for the class. The Grading Basis field becomes available for edit so that a different grading basis for the class enrollment can be selected This is the final grade given to the student for the class. A grade can be entered here or on the grade roster generator. When a grade is entered and posted, the system displays the grade here. Posting grades through the Quick Enroll, Enrollment Request, and Block Enrollment components automatically runs the repeat checking process if the Repeat Grade Check option is set to all crse (all courses) for the student’s academic program. Select to override the Units Taken value for this class, which is derived from the minimum units value on the Class Associations page in the Schedule of Classes (except for those classes defined as variable unit classes). When the checkbox is selected the Units Taken field becomes available for edit. The system uses the Units Taken value to calculate the transcript GPA and the enrollment load. The enrollment engine uses units taken to calculate the number of units a student can take in a term. If minimum units and maximum units are different on the Class Associations page, then the class is defined to have variable units. In such a case, this field becomes active, and the number of units the student chooses must be entered in this field When the “Units Taken” override checkbox is selected, this field becomes available for edit. Course count indicates the value of the course towards degree progress. Requirement designation values have been derived from coupling the LEGACY SYSTEM ACAD LVL field and the LEGACY SYSTEM LIB ARTS indicator. They are used to indicate the course type and coding as Liberal Arts or Non Liberal Arts in the following areas: Compensatory, Developmental, Graduate, Laboratory, Massage, Remedial, and Regular. Only one requirement designation value per course can be used. This table is maintained by the Office of the University Registrar If there is a requirement designation specified for the corresponding row of the enrollment transaction and that requirement designation is at the student’s option, select whether the student elects to take the requirement designation. Currently not in use at CUNY. The student requirement designation grade for the class enrollment can be entered on this page or through the grade roster. Usually, it is more convenient to enter grades for groups of students and classes through the grade roster. Choices are Satisfied or Not Satisfied. Currently not in use at CUNY.

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Field Permission Nbr (Number)

SR Reference Guide Field Description Select to enter a general permission number that must have been generated by the system for this class If the student has been granted a general permission for enrollment in the specified class, enter the number in this field. The system reserves the permission number for the student.

Additional Overrides group Field Appointment

Requisites Dynamic Dates Career Service Indicator Closed Class Time Conflict Class Links

Unit Load

Additional fields: Field Drop this Class if Enrolled

Error Messages

Field Description Select to override the student’s enrollment appointment date, time, and maximum enrollment units. This enables enrollment of the student in the class on the corresponding row of the enrollment request, regardless of the student’s enrollment appointment Select to have the enrollment engine bypass requisite checking when user submits the corresponding row of an enrollment request for processing Not being used by CUNY at this time. Select to override academic career pointers and career pointer exception rules for the student’s academic career. Select to override service holds that have been placed on the student’s record. Select to override a class’s enrollment status of closed due to enrollment having reached capacity. Select to disable time conflict checking for class sections when the enrollment request is processed. Select to allow students to add and drop class sections without having to do likewise for the required related component sections in a class association group, to allow students to enroll in a non-enrollment type section, and to allow multiple student enrollments in a course. Select to have the enrollment engine skip all unit limit checks, including the unit load for the student’s enrollment appointment, the term and session unit load, the term and session course count load, the term and session no grade point average (GPA) units, the term and session audit units, and the minimum unit enrollment check

Field Description The system displays this field only when the Action field is set to Enroll. Enter the class section that the student wants to drop. The system will drop the student from this class section only when the student is successfully enrolled in the class section that the student is currently requesting. The system does not drop the student if he or she is put on a wait list. So if user selects the Wait List Okay check box and the student is put on the wait list, the system will not drop the student. When user later runs the Wait List process (SRPCWAIT) for the requested class section and the process successfully enrolls the student in that section, the Wait List process then drops the student from the class section that user specifies in this field Message Sequence: The posting process displays a sequence number for each message that it writes to the message log for the corresponding request. Severity: The posting process displays the severity of each message that it writes to the message log for the corresponding request. For example, if the posting process is unable to post a request due to errors, it displays a severity value of Error. Last Update Date Time: The posting process displays the last date and time that it updated the message log for the corresponding request. Message Text (unlabeled): The posting process displays the message text and a detailed explanation of each message that it writes to the message log for the corresponding request. User can view and update messages in the Message Catalog within the appropriate message set.

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SR Reference Guide Submit button Click the Submit button to process the enrollment actions. Note the resulting status for each requested action.

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Topic 3:

Enrollment

Student class enrollment can be updated using the Enrollment component. Among the enrollment actions that can be processed for a student for specific classes using the Enrollment component are: • • • • • • •

Enroll Drop Swap Update Wait List status Add grade Change grade Maintain enrollment data

Note: The Enrollment component is available to very few users, and should be used only to process enrollment actions where the use of either the Quick Enroll or Enrollment Request component is not practical. Enrollment actions processed using the Enrollment component bypass all requisite, requirement, deadline, and other rules. This is why great care must be taken in its use. The Enrollment component can be found by navigating to Records and Enrollment > Enroll Students > Enrollment.

Step Summary To update student enrollment using the Enrollment component: 1. Navigate to the Enrollment component. 2. Find an existing value linking student ID, Academic Career, Academic Institution and term. 3. All class enrollments for the specified student/career/institution/term combination are displayed. To add a class to the student’s enrollment: 4. Add a new row. 5. Enter or select a Class ID number (class data will populate from the Schedule of Classes and the default action “Manual Add” will be in force). For newly added classes or any existing classes: 6. If needed, update grading and/or units data on the Student Enrollment 1 page. 7. On the Student Enrollment 2 page, alter action dates if needed. 8. On the Student Enrollment 3 page, add Transcript note(s) if needed. 9. On the Student Enrollment 4 page, enter or select a Requirement Designation, if necessary. To drop a class from a student’s enrollment 10. On the corresponding row, select Drop in the Action field (the system will not allow a drop if a grade is present for the class). When all enrollment updates have been made: 11. Save. Note: Saving the data in the Enrollment component effectively updates the student’s enrollment, bypassing requisite, requirement, deadline, and other rules, unlike the Quick Enroll and Enrollment Request components where a “request” is initiated which the system can either allow or deny, depending on predefined enrollment rules.

Detailed Information Search for enrollment page by student ID, Academic Career, Academic Institution and term.

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All class enrollments for the specified student/career/institution/term combination are displayed. To add a class to the student’s enrollment, click the Add a New Row button.

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SR Reference Guide With a new row added, enter or select the desired class number.

If the class number is not known, the search tool displays the Class Search screen.

When a class is selected, the class data populates the Student Enrollment page from the Schedule of Classes and the default action “Manual Add” is in force:

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Student Enrollment 1 page Use the Student Enrollment 1 page to update grading and/or units data for any (new or existing) class enrollments where necessary.

The following table describes the fields on the Student Enrollment 1 page of the Enrollment component. Field Class Nbr (Number) Description Component Subject Catalog Nbr (Number) Class Section Academic Group

Field Description The number generated by the system and assigned to a class after it is saved to the Schedule of Classes Course description of the scheduled class, defaults from the course catalog Indicates style of course (or portion of a course), such as lecture, lab, seminar, etc. One course offering may consist of multiple components. Academic subject of the specified course. Number of a course identifying it within a subject. A distinct number assigned to each scheduled instance of the components of a course. Group of academic areas (or departments) in which a course is offered. Last Updated: October 30, 2013| Page: 453

Field Career Session Status

Reason

Status Date Action

Reason

Program

Grading group Field Override Grading Basis

Grading Basis Grade In/Official

SR Reference Guide Field Description The academic level of course work, such as graduate, undergraduate, professional, etc. A framework for scheduling classes within a term. The system displays the student’s current enrollment status in the class section. The system sets the student’s status based on the enrollment action processed. Valid statuses are Enrolled, Waiting, and Dropped. The system displays the reason associated with the student’s current enrollment status in the class section. If user has added or is adding the student to the specified class section through this component, the system displays the reason as Enrolled. If user has dropped the student from the specified class section through this component, the system displays the reason as Dropped (was enrolled). The process date for enrollment transaction for the corresponding row. The system uses the current system date for new enrollment transactions An enrollment action is the action performed on a student’s enrollment record for a specific class. Select from the following choices the action to perform on the enrollment record: Drop: Select to drop the student from the corresponding class section. Manual Add: Select to manually enroll the student into the corresponding class section, bypassing all enrollment rules and requirements If the student is being dropped from the specified class section, select the reason for the enrollment action, such as whether the student is dropping the class or the class has been canceled. A reason value is not required. The degree program in which a student is active. This field is only editable if the student is active in more than one academic program for this term. If this is the case, the student's primary academic program for this term appears by default, and the value can be changed.

Field Description Select to allow student to enroll into a class with a grading basis other than the one established for the class. The Grading Basis field becomes available for edit so that a different grading basis for the class enrollment can be selected Basis upon which grades are assigned to students in a class, i.e. “Graded.” (letter grade), Pass/Not Pass, etc. The final grade given to the student for the class. Grade can be entered here or using the grade roster generator. When a grade is entered and posted, the system displays the grade here. Posting grades on the Student Enrollment 1 page does not automatically run the repeat checking process.

Repeat Code

Units group Field Units Taken

The grade lapse process does not include incomplete grades entered on the Student Enrollment 1 page. The grade official is the official grade for calculation and transcript purposes. The Grading Basis automatically translates the grade In to another value in this field, if appropriate. Repeat codes work in conjunction with repeat rules to determine whether a repeated class violates defined repeat policies. Select a repeat code for the enrollment transaction, if applicable.

Field Description Value derived from the minimum units value on the Class Associations page in the Schedule of Classes (except for those classes defined as variable unit classes). The system uses the Units Taken value to calculate the transcript GPA and the enrollment load.

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Field Units Earned

Course Count Progress (Progress Units)

Billing Units

SR Reference Guide Field Description Units earned default from units taken. When user adds an enrollment for a student using another enrollment component, the units earned also defaults to the same value as units taken. Regardless of the enrollment component, user must adjust units earned on the Student Enrollment 1 page. The system uses units earned to determine academic level, as well as to grant actual credit to the student. This field is separate from units taken to accommodate the granting of partial credit for a class while continuing to have the class count fully towards GPA, academic load, or billing. Units earned may be entered at any time, although they won’t apply to a student’s transcript until the class is graded. Indicates the value of the course towards degree progress Indicates the number of units the system uses, in conjunction with the billing factor, to calculate billing units. The system also uses progress units to calculate academic load. The system by default sets the value of this field to the academic progress units value on the Class Associations page. In Student Financials, all per unit term fees, per unit course fees, and per unit class fees are driven off of the billing units. Billing units are calculated for an enrollment record by multiplying the billing factor, which is set on the Class Associations page, and the academic progress units for the selected class. Because the system by default sets the billing factor 1, billing units are usually equal to academic progress units. The Student Enrollment 1 page is the only place where user can override billing units for an individual enrollment. For example, if user sets the billing factor to 2 and the academic progress units to 3, the billing units would be 6. This would be multiplied by whatever amount per billing unit user establishes in Student Financials. But if user wants to discount the class for a specific student, they could change the billing units here on the Student Enrollment 1 page back to 3. Indicates units towards financial aid progress.

FA Progress Student Enrollment 2 page Use the Student Enrollment 2 page to view information about adds, drops, and other items for enrollment transactions.

The following table describes the fields on the Student Enrollment 2 page of the Enrollment component. Field

Field Description

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Field Status

Reason

Status Date Enrollment Add Date Enrollment Drop Date Grade Date Primary Program

Grading Basis Date

Repeat Date Grade Points Per Unit

Repeat Scheme

Grade Points

Units Attempted

Grading Scheme

Include in GPA Audit Grading Basis Earn Credit Mandatory Grading Basis

SR Reference Guide Field Description The system displays the student’s current enrollment status in the class section. The system sets the student’s status based on the enrollment action processed. Valid statuses are Enrolled, Waiting, and Dropped. The system displays the reason associated with the student’s current enrollment status in the class section. If user has added or is adding the student to the specified class section through this component, the system displays the reason as Enrolled. If user has dropped the student from the specified class section through this component, the system displays the reason as Dropped (was enrolled). The process date for enrollment transaction for the corresponding row. The system uses the current system date for new enrollment transactions The date the class section added to the student’s enrollment record. If the student was dropped from the class section, the system displays the date the drop was processed. The date the student was graded for the specified class. When a student is activated in a term, if that student has more than one career number whose status is active, the system designates the academic program associated to the student's lowest career number as the student's Primary Academic Program. The date of the last change to the grading basis on the Student Enrollment 1 page. If the grading basis was not changed, the system sets this field to the date the class section was added to the student’s enrollment record. To avoid potential repeat checking problems, this date must always be greater than or equal to the session first date to enroll value. The repeat checking process uses this value to determine which effective-dated grading basis row to use for the student. This value is also available as a Student Financials fee calculation variable on the Equation Detail page. The grade posting process does not reference this field to determine which grading basis row to use for grading. Instead, the grade posting process uses the term begin date. The date the repeat code was last changed on the Student Enrollment 1 page. The system bases this value on the grade definition that corresponds to the grading basis and grade for this enrollment row. The system sets the value of this field to 0 until the student receives a grade for the class. The repeat scheme for the student’s academic career, as defined on the Academic Career Table component. The repeat scheme controls how the system evaluates this course for repeat checking. The system bases this value on the grade definition that corresponds to the grading basis and grade for this enrollment row. The value of this field equals the grade points per unit multiplied by the units taken. The status of the student’s progress in the class. The units attempted value remains In Progress until the student receives a grade for the class, in which case the value updates to Yes. The grading scheme defines all valid grading bases of an academic program, as defined on the Academic Program Table component. The system applies the grading scheme to classes within that academic program. The system displays the value of these fields according to the grading basis on the Student Enrollment 1 page, as defined on the Grading Scheme Table page. The system selects this check box if the grading basis for the class is mandatory. The system clears this check box if the grading basis for the class is elective

Student Enrollment 3 page Use the Student Enrollment 3 page to select or create one or more transcript notes for a class enrollment.

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The following table describes the fields on the Student Enrollment 3 page of the Enrollment component. Field Status

Reason

Status Date Student Position Tuition Group

Note ID Transcript Note Transcript Note Sequence Nbr (Number) Note from Incomplete Process

Field Description The system displays the student’s current enrollment status in the class section. The system sets the student’s status based on the enrollment action processed. Valid statuses are Enrolled, Waiting, and Dropped. The system displays the reason associated with the student’s current enrollment status in the class section. If user has added or is adding the student to the specified class section through this component, the system displays the reason as Enrolled. If user has dropped the student from the specified class section through this component, the system displays the reason as Dropped (was enrolled). The process date for enrollment transaction for the corresponding row. The system uses the current system date for new enrollment transactions The student’s enrollment position in the class section. This value used for wait list processing. A designation governing how tuition and fees are calculated. The system displays the tuition group to which this class section is tied. When the tuition calculation process is run, the system charges students any additional fees associated to the class section (not tuition) according to the specified tuition group. of the enrollment row, according to this tuition group ID code of a predefined transcript note, which may be entered or selected from a lookup list. Free-form text can be entered to appear on the transcript for an enrollment row. A number indicating the printing order of the transcript notes (if more than one is specified). The system automatically selects this check box when the note is added during the incomplete/grade lapse process.

Student Enrollment 4 page Use the Student Enrollment 4 page to specify a Requirement Designation for a class enrollment.

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The following table describes the fields on the Student Enrollment 4 page of the Enrollment component. Field Status

Reason

Status Date Grade In/Official

Field Description The system displays the student’s current enrollment status in the class section. The system sets the student’s status based on the enrollment action processed. Valid statuses are Enrolled, Waiting, and Dropped. The system displays the reason associated with the student’s current enrollment status in the class section. If user has added or is adding the student to the specified class section through this component, the system displays the reason as Enrolled. If user has dropped the student from the specified class section through this component, the system displays the reason as Dropped (was enrolled). The process date for enrollment transaction for the corresponding row. The system uses the current system date for new enrollment transactions The final grade given to the student for the class. Grade can be entered here or using the grade roster generator. When a grade is entered and posted, the system displays the grade here. Posting grades on the Student Enrollment 1 page does not automatically run the repeat checking process.

Designation (Requirement Designation)

RD Option

The grade lapse process does not include incomplete grades entered on the Student Enrollment 1 page. The grade official is the official grade for calculation and transcript purposes. The Grading Basis automatically translates the grade In to another value in this field, if appropriate. Requirement designation values have been derived from coupling the LEGACY SYSTEM ACAD LVL field and the LEGACY SYSTEM LIB ARTS indicator. They are used to indicate the course type and coding as Liberal Arts or Non Liberal Arts in the following areas: Compensatory, Developmental, Graduate, Laboratory, Massage, Remedial, and Regular. Only one requirement designation value per course can be used. This table is maintained by the Office of the University Registrar If there is a requirement designation specified for the corresponding row of the enrollment transaction and that requirement designation is at the student’s option, select whether the student elects to take the requirement designation. Currently not in use at CUNY.

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Field RD Grade

Independent Studies Field Instructor ID

SR Reference Guide Field Description The student requirement designation grade for the class enrollment can be entered on this page or through the grade roster. Usually, it is more convenient to enter grades for groups of students and classes through the grade roster. Choices are Satisfied or Not Satisfied. Currently not in use at CUNY.

Field Description If the Instructor Edit field on the Class Associations page for this class is set to anything but No Choice, then this field becomes available for edit. Select the ID of the instructor responsible for the class if the class is an independent study.

Last Enrollment Action page Use the Last Enrollment Action page to view the last enrollment action processed for this student.

The following table describes the fields on the Last Enrollment Action page of the Enrollment component. Field Action

Process

User ID ID

Field Description An enrollment action is the action performed on a student’s enrollment record for a specific class. The system displays the last action taken affecting this student’s enrollment in this class. The process used for the last enrollment action. The possible values for this field are Enrollment, which refers to this page; Enrollment Request, which refers to the enrollment engine; Grade Post, which refers to the grade posting process; and Class Cancelled. The user ID of the user who performed the last enrollment action for this class enrollment. The individual ID of the user who performed the last enrollment action for this class enrollment.

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Chapter 2 – Enrollment: Multiple Students Enrollment actions can be processed for multiple students in two ways: through the Block Enrollment feature and through the Mass Enrollment Component. •

Block enrollment is used when a predefined block of students is merged with a predefined block of class enrollment actions, resulting in the whole block of enrollment actions being processed for all the students in the block. An example might be that a block of beginning nursing students is merged with a class block of three specific required courses. The process automatically enrolls each student in each of the required courses.

Create Class Block

•

Block Merge

Create Student Block

Mass Enrollment takes a range of enrollment requests already created and saved but not posted, and submits them all at once.

Chapter Objectives Upon completion of this chapter, learners will be able to: • • • •

create a Class Block create a Student Block merge and process class and student blocks process multiple enrollment requests, using Mass Enrollment

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Topic 1:

Create Class Block

As a first step in the block enrollment process, one or more Class Blocks must be created specifying the classes and the enrollment actions to be effected for those classes in the block enroll process. This is done using the Create Class Block component. The Create Class Block component can be found by navigating to Records and Enrollment > Enroll Students > Block Enrollment > Create Class Block.

Step Summary 1. 2. 3. 4. 5. 6. 7.

Navigate to the Create Class Block component. Add a New Value, linked to the Academic Institution and designating a Class Block code up to 5 characters. Enter a description for this Class Block. Enter or select the term, enrollment action and Class Number for a class to be added to this block. Enter other data and any necessary overrides pertaining to the enrollment action for this class. Add row(s) for additional class(s) to be added to this block. Save.

Detailed Information Add a new value giving the class block a name and linking it to the academic institution (college). Click the Add button.

Use the Block Enrollment Classes page to select the classes, to set the desired enrollment action(s) for those classes and any necessary overrides.

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The following table describes the fields on the Block Enrollment Classes page of the Create Class Block component. Field Description Term

Action

Field Description Enter a description for the block of classes being created. A period of time within a given year (Spring, Summer, Fall) identified by a numeric code and consisting of sessions in which classes are scheduled at a specific institution (college). Enter or select the term from which scheduled classes are to be selected for this block. An enrollment action is the action performed on a student’s enrollment record for a specific class. The system by default sets the enrollment action for the request to Enroll, but user can override this default value. Select from the following choices. Add Grd (add grade): Select to add a grade to the student’s enrollment record for the corresponding class. Change Grd (change grade): Select to change a grade on the student’s enrollment record for the corresponding class. Chg WL Pos (change wait list position): Select to change the student’s wait list position for the corresponding class. Drop: Select to drop the student from the corresponding class. Drop to WL (drop to wait list): Select to drop the student from the corresponding class and move the student to the wait list for that class. Enroll: Select to enroll the student into the corresponding class. Norm Maint (normal maintenance): Select to update the student’s enrollment record for the corresponding class in normal maintenance mode. Items available for update include grading basis, units, permission, course count, notes, requirement designation, repeat code, and instructor ID. User can use the normal maintenance action to update these items, rather than dropping the class and re-adding it with the new information. Remove Grd (remove grade): Select to remove a grade from the student’s enrollment record for the corresponding class. Swap: Select to enable the student to swap the corresponding class in which he or she is enrolled for a different class. The Change To field becomes available Last Updated: October 30, 2013| Page: 462

Field

Class Nbr (Number)

Grading Basis

Units

Crse Count (Course Count) Related 1

Related 2 Reason

Drop if Enroll

SR Reference Guide Field Description for user to enter the new class section in which the student wants to enroll. User can also use this option to swap a student’s enrollment from one related class section to another related class section. List the enrollment class section in both the Class Nbr (Number) and Change To fields, select a different related class, and then post the enrollment transaction. The system-generated number assigned to each class section that is scheduled in a term. Enter the number of the class for the term. The lookup tool can be used to search for the desired class, displaying the following Class Search page.

For instructions on using the Class Search component. Upon selecting a class from the search results, the Block Enrollment page will return to view and the correct class number will populate the Class Nbr (Number) field. Basis upon which grades are assigned to students in a class, i.e. “Graded.” (Letter grade), Pass/Not Pass, etc. The system displays the grading basis for the class according to the value set in the corresponding field on the Class Components page of the Class Associations component. If the grading basis of the class has been set to student option on the Class Components page, then this field becomes available for edit and students can select their own grading basis. The system determines the prompt values according to the grading scheme for the academic career to which the course belongs, as defined on the Academic Career Table page The system displays the minimum units value for this class from the Class Associations page on the Schedule of Classes (except for those classes defined as variable unit classes). The system uses the Units Taken value to calculate the transcript GPA and the enrollment load. The enrollment engine uses units taken to calculate the number of units a student can take in a term. If minimum units and maximum units are different on the Class Associations page, then the class is defined to have variable units. In such a case, this field becomes active, and the number of units the student chooses must be entered in this field. This field appears by default from the Course Count field on the Class Associations page. This field indicates the value of the course towards degree progress. If an enrollment action of Enroll or Swap is selected, the Related 1 and Related 2 fields become available for edit. If the class has a related class that is not an autoenroll class, select that class number in this field. The values that appear are those associated sections that are scheduled for the class in the schedule of classes. If the class has another related class that is not an auto-enroll class, select that class number in this field. Select the enrollment action reason for the enrollment action. Not all actions have associated reasons, and this field may be left blank. The system displays this field only when the Action field is set to Enroll. Enter the class section that the student wants to drop. The system will drop the student from this class section only when the student is successfully enrolled in the class section that the student is currently requesting. The system does not drop the student if he

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Field

Grade In

Transcript Note ID Repeat Code

Instructor ID

SR Reference Guide Field Description or she is put on a wait list. So if user selects the Wait List Okay check box and the student is put on the wait list, the system will not drop the student. When user later runs the Wait List process (SRPCWAIT) for the requested class section and the process successfully enrolls the student in that section, the Wait List process then drops the student from the class section that user specifies in this field. This is the final grade given to the student for the class. A grade can be entered here or on the grade roster generator. When a grade is entered and posted, the system displays the grade here. Posting grades through the Quick Enroll, Enrollment Request, and Block Enrollment components automatically runs the repeat checking process if the Repeat Grade Check option is set to all crse (all courses) for the student’s academic program. ID code of a predefined transcript note, which may be entered or selected from a lookup list. Repeat codes work in conjunction with repeat rules to determine whether a repeated class violates defined repeat policies. Select a repeat code for the enrollment transaction, if applicable. For Independent Study classes only, enter or select an instructor ID.

Overrides group Field Action Date Appointment

Dynamic Dates Career Closed Class Class Links

Class Units Grading Basis

Class Permission

Service Indicator Requisites Time Conflict Unit Load

Field Description Select to override the action date of the enrollments. Select to override the student’s enrollment appointment date, time, and maximum enrollment units. This enables enrollment of the student in the class on the corresponding row of the enrollment request, regardless of the student’s enrollment appointment. Not being used at this time. Select to override academic career pointers and career pointer exception rules for the student’s academic career. Select to override a class’s enrollment status of closed due to enrollment having reached capacity. Select to allow students to add and drop class sections without having to do likewise for the required related component sections in a class association group, to allow students to enroll in a non-enrollment type section, and to allow multiple student enrollments in a course. Select to override the Units Taken field value for both fixed and variable unit classes. Select to allow students to enroll into a class with a grading basis other than the one established for the class. The Grading Basis field becomes available for edit so that a different grading basis for the class enrollment can be selected. Select to override general permission and student-specific permission requirements, academic career pointers, and career pointer exception rules. A student with valid class permission can override course consent, academic career pointers, career pointer exception rules, class capacity size, and requisite checking. Select to override service holds that have been placed on the student’s record. Select to have the enrollment engine bypass requisite checking when user submits the corresponding row of an enrollment request for processing. Select to disable time conflict checking for class sections when the enrollment request is processed. Select to have the enrollment engine skip all unit limit checks, including the unit load for the student’s enrollment appointment, the term and session unit load, the term and session course count load, the term and session no grade point average (GPA) units, the term and session audit units, and the minimum unit enrollment check.

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Field Wait List Okay

SR Reference Guide Field Description Select to allow the student to wait list into a class section even if the class section, combined section, and reserve capacity are full provided that space is available on the wait list and the last date to wait list has not passed.

Requirement Designation group Field Override Requirement Designation Requirement Designation

Requirement Designation Option

Requirement Designation Grade

Links Field Add Merge Process (link) Class Block Defaults (link)

Field Description Select to override the requirement designation for the corresponding row of an enrollment request. The Requirement Designation field becomes available to edit. Requirement designation values have been derived from coupling the LEGACY SYSTEM ACAD LVL field and the LEGACY SYSTEM LIB ARTS indicator. They are used to indicate the course type and coding as Liberal Arts or Non Liberal Arts in the following areas: Compensatory, Developmental, Graduate, Laboratory, Massage, Remedial, and Regular. Only one requirement designation value per course can be used. This table is maintained by the Office of the University Registrar If there is a requirement designation specified for the corresponding row of the enrollment transaction and that requirement designation is at the student’s option, select whether the student elects to take the requirement designation. The student requirement designation grade for the class enrollment can be entered on this page or through the grade roster. Usually, it is more convenient to enter grades for groups of students and classes through the grade roster. Choices are Satisfied or Not Satisfied

Field Description Click to access the Block Enrollment component, where block enrollment requests can be processed. Click to access the Class Block Defaults page, where user can set default values for security access overrides of enrollment functions. The overrides that user sets on this page are used for each new class enrollment block detail entered.

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Topic 2:

Create Student Block

A second necessary step in the block enrollment process is the creation of Student Blocks, in which individual students are grouped together into a single block. Once this is done, a student block can be used in the next step of process (which is to merge class blocks and student blocks and then process the block enrollment request). The Create Student Block component can be found by navigating to Records and Enrollment > Enroll Students > Block Enrollment > Create Student Block.

Step Summary 1. 2. 3. 4. 5. 6.

Navigate to the Create Student Block component. Add a New Value, linked to the Academic Institution and designating a Class Block name up to 5 characters. Enter a description for this Student Block. Enter or select a Student ID and the student’s Academic Career to be included in this block. Add row(s) for additional students(s) to be added to this block. Save.

Detailed Information Add a new value, giving the student block a name and linking it to the academic institution (college). Click the Add button.

Use the Block Enrollment Students page to add students to the student block.

The following table describes the fields on the Block Enrollment Students page of the Create Student Block component. Field Description ID

Field Description Enter a description for the student block being created. Enter or select the ID of a student to be added to this block. Last Updated: October 30, 2013| Page: 466

Field Academic Career

Academic Program Add Merge Process (link)

SR Reference Guide Field Description The academic level of course work, such as graduate, undergraduate, professional, etc. Select the academic career of this student for which the enrollment request will be processed. The degree program in which a student is active. If necessary, specify the academic program of this student for which the enrollment request will be processed. Click to access the Block Enrollment component, where block enrollment requests can be processed.

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Topic 3:

Merge Blocks & Enroll (Class & Student)

Once class blocks and student blocks have been created, they can be merged, and the enrollment actions specified for the classes contained in the class block can be performed for the students in the student block. This is done using the Block Enroll Merge component. The Block Enroll Merge component is found by navigating to Records and Enrollment > Enroll Students > Block Enrollment > Block Enroll Merge.

Step Summary 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11.

Navigate to the Block Enroll Merge component. Select the Add a New Value tab and the component page automatically opens. Enter or select the Academic Institution for which the block enrollment is being processed. Enter or select a student block. Enter or select a class block. Click the Merge button. Set filtering criteria, if needed, to retrieve only some of the enrollment actions resulting from the merge for processing at this time. Click the Retrieve button. Individual student enrollment actions appear on the Block Enroll Detail page, each action showing a DETAIL link. If necessary, click any DETAIL link to view or modify any of the enrollment details appearing on the remaining two pages Return to the Block Enroll Merge page and click the Submit button.

Detailed Information Click on the Add a New Value tab.

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SR Reference Guide The Block Enroll Merge component immediately opens.

The following table describes the fields in the Block Enroll Merge component. Field Enrollment Request ID

Request Status

Merge Blocks group Field Academic Institution Student Block Detail/Create (link)

Class Block

Field Description The system displays the identification number for the block enrollment request. As soon as the student enrollment block is merged with the class enrollment block, the system generates an enrollment request ID that is unique to the block enrollment request. The same number is assigned to each student and class combination in the block enrollment request. The status of the block enrollment request. Values are: Errors: The enrollment engine was unable to post the submitted enrollment request due to errors. Pending: The request is pending submission for enrollment processing. Success: The enrollment engine successfully posted the request

Field Description A specific college within CUNY, identified by an alphanumeric code. Enter or select the Academic Institution for which the block enrollment is being processed. A pre-defined set of students. Enter or select the student block to be merged in this block enrollment. Click this link either to view the details for the student block selected, or to define a custom student block. • If clicked with a student block selected, the details of the student block appear and can be edited as necessary. • If clicked with the Student Block field left blank, a page appears enabling creation of a custom student block.

If user creates a custom student block, the system does not store the block for future retrieval. A pre-defined set of classes and enrollment actions for those classes. Enter or select the class block to be merged in this block enrollment.

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Field Detail/Create (link)

SR Reference Guide Field Description Click this link either to view the details for the class block selected, or to define a custom class block. • If clicked with a class block selected, the details of the class block appear and can be edited as necessary. • If clicked with the Class Block field left blank, a page appears that is identical to the class block component and can be used to create a custom class block. If user creates a custom student block, the system does not store the block for future retrieval.

Merge button Click the Merge button to merge the student and class blocks.

After the student and class blocks are merged, an Enrollment Request ID is assigned by the system to the entire set of enrollment actions. The Merge Blocks portion of the page becomes disabled (grayed-out) and the bottom portion of the page becomes enabled. After the merge process has completed its run, detailed results of the merge of student and class blocks can now be viewed, if necessary, through use of the Retrieve button. To narrow the retrieval results, one or more of the Filtering Criteria may be used.

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SR Reference Guide Filtering Criteria group Field Academic Career

Term

Class Nbr (Number)

Detail Status

EmplID

Field Description The academic level of course work, such as graduate, undergraduate, professional, etc. Select the academic career for details to be retrieved for this block enrollment request. If all academic careers are desired, leave this field blank. Select the term for details to be retrieved for this block enrollment request. If all terms are desired, leave this field blank. If filtering criteria include a term, user must enter an academic career value prior to selecting a term To retrieve detail for a specific class within this block enrollment request, select the class. Otherwise, leave this field blank to retrieve all classes within this block enrollment request. If filtering criteria include a class number, user must enter the valid academic career and term prior to entering or searching for the class number. After the running of this block enrollment request, this field can be used to retrieve and view details of only those detail lines that have the selected enrollment status. Select from the following choices the status of the block enrollment request for which user wants to retrieve detail lines. None: The system retrieves all detail lines within this block enrollment request. Errors: The system retrieves all detail lines within this block enrollment request that the system was unable to post due to errors. Pending: The system retrieves all detail lines within this block enrollment request that are pending submission for enrollment processing. Success: The system retrieves all detail lines within this block enrollment request that the enrollment engine has successfully posted. To retrieve detail lines within this block enrollment request for a specific student, enter the student’s ID.

Retrieve button Click the Retrieve button to view details of the block enrollment.

The Block Enroll Detail page appears.

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Each detail line shows the student’s ID and name (with a processing sequence number), basic class enrollment data and a DETAIL link. Click a DETAIL link to view details of the specific line of the enrollment request. Block Enroll Detail 1 page Upon clicking the DETAIL link of a specific line of the block enrollment, the Block Enroll Detail 1 page appears, displaying the details of the individual student-class enrollment request. The remaining details of the same request can be found by clicking on the Block Enroll Detail 2 page. If the block enrollment has not yet been posted, the details of the individual request can be edited on these pages. However, changes for each individual student and class combination must be saved prior to posting to have the changes included in the posting process.

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SR Reference Guide Block Enroll Detail 2 page

Field Description Term

Action

Field Description Enter a description for the block of classes being created. A period of time within a given year (Spring, Summer, Fall) identified by a numeric code and consisting of sessions in which classes are scheduled at a specific institution (college). Enter or select the term from which scheduled classes are to be selected for this block. An enrollment action is the action performed on a student’s enrollment record for a specific class. The system by default sets the enrollment action for the request to Enroll, but user can override this default value. Select from the following choices. Add Grd (add grade): Select to add a grade to the student’s enrollment record for the corresponding class. Change Grd (change grade): Select to change a grade on the student’s enrollment record for the corresponding class. Chg WL Pos (change wait list position): Select to change the student’s wait list position for the corresponding class. Drop: Select to drop the student from the corresponding class. Drop to WL (drop to wait list): Select to drop the student from the corresponding class and move the student to the wait list for that class. Enroll: Select to enroll the student into the corresponding class. Norm Maint (normal maintenance): Select to update the student’s enrollment record for the corresponding class in normal maintenance mode. Items available for update include grading basis, units, permission, course count, notes, requirement designation, repeat code, and instructor ID. User can use the normal maintenance action to update these items, rather than dropping the class and re-adding it with the new information. Remove Grd (remove grade): Select to remove a grade from the student’s enrollment record for the corresponding class. Swap: Select to enable the student to swap the corresponding class in which he or she is enrolled for a different class. The Change To field becomes available for user to enter the new class section in which the student wants to enroll. User can also use this option to swap a student’s enrollment from one related class Last Updated: October 30, 2013| Page: 473

Field

Class Nbr (Number)

Grading Basis

Units

Crse Count (Course Count) Related 1

Related 2 Reason

Drop if Enroll

SR Reference Guide Field Description section to another related class section. List the enrollment class section in both the Class Nbr (Number) and Change To fields, select a different related class, and then post the enrollment transaction. The system-generated number assigned to each class section that is scheduled in a term. Enter the number of the class for the term. The lookup tool can be used to search for the desired class, displaying the following Class Search page.

Upon selecting a class from the search results, the Block Enrollment page will return to view and the correct class number will populate the Class Nbr (Number) field. Basis upon which grades are assigned to students in a class, i.e. “Graded.” (Letter grade), Pass/Not Pass, etc. The system displays the grading basis for the class according to the value set in the corresponding field on the Class Components page of the Class Associations component. If the grading basis of the class has been set to student option on the Class Components page, then this field becomes available for edit and students can select their own grading basis. The system determines the prompt values according to the grading scheme for the academic career to which the course belongs, as defined on the Academic Career Table page The system displays the minimum units value for this class from the Class Associations page on the Schedule of Classes (except for those classes defined as variable unit classes). The system uses the Units Taken value to calculate the transcript GPA and the enrollment load. The enrollment engine uses units taken to calculate the number of units a student can take in a term. If minimum units and maximum units are different on the Class Associations page, then the class is defined to have variable units. In such a case, this field becomes active, and the number of units the student chooses must be entered in this field. This field appears by default from the Course Count field on the Class Associations page. This field indicates the value of the course towards degree progress. If an enrollment action of Enroll or Swap is selected, the Related 1 and Related 2 fields become available for edit. If the class has a related class that is not an autoenroll class, select that class number in this field. The values that appear are those associated sections that are scheduled for the class in the schedule of classes. If the class has another related class that is not an auto-enroll class, select that class number in this field. Select the enrollment action reason for the enrollment action. Not all actions have associated reasons, and this field may be left blank. The system displays this field only when the Action field is set to Enroll. Enter the class section that the student wants to drop. The system will drop the student from this class section only when the student is successfully enrolled in the class section that the student is currently requesting. The system does not drop the student if he or she is put on a wait list. So if user selects the Wait List Okay check box and the student is put on the wait list, the system will not drop the student. When user later runs the Wait List process (SRPCWAIT) for the requested class section and the

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Field

Grade In

Transcript Note ID Repeat Code

Instructor ID Overrides group Field Action Date Appointment

Dynamic Dates Career Closed Class Class Links

Class Units Grading Basis

Class Permission

Service Indicator Requisites Time Conflict Unit Load

Wait List Okay

SR Reference Guide Field Description process successfully enrolls the student in that section, the Wait List process then drops the student from the class section that user specifies in this field. This is the final grade given to the student for the class. A grade can be entered here or on the grade roster generator. When a grade is entered and posted, the system displays the grade here. Posting grades through the Quick Enroll, Enrollment Request, and Block Enrollment components automatically runs the repeat checking process if the Repeat Grade Check option is set to all crse (all courses) for the student’s academic program. ID code of a predefined transcript note, which may be entered or selected from a lookup list. Repeat codes work in conjunction with repeat rules to determine whether a repeated class violates defined repeat policies. Select a repeat code for the enrollment transaction, if applicable. For Independent Study classes only, enter or select an instructor ID.

Field Description Select to override the action date of the enrollments. Select to override the student’s enrollment appointment date, time, and maximum enrollment units. This enables enrollment of the student in the class on the corresponding row of the enrollment request, regardless of the student’s enrollment appointment. Not being used at this time. Select to override academic career pointers and career pointer exception rules for the student’s academic career. Select to override a class’s enrollment status of closed due to enrollment having reached capacity. Select to allow students to add and drop class sections without having to do likewise for the required related component sections in a class association group, to allow students to enroll in a non-enrollment type section, and to allow multiple student enrollments in a course. Select to override the Units Taken field value for both fixed and variable unit classes. Select to allow students to enroll into a class with a grading basis other than the one established for the class. The Grading Basis field becomes available for edit so that a different grading basis for the class enrollment can be selected. Select to override general permission and student-specific permission requirements, academic career pointers, and career pointer exception rules. A student with valid class permission can override course consent, academic career pointers, career pointer exception rules, class capacity size, and requisite checking. Select to override service holds that have been placed on the student’s record. Select to have the enrollment engine bypass requisite checking when user submits the corresponding row of an enrollment request for processing. Select to disable time conflict checking for class sections when the enrollment request is processed. Select to have the enrollment engine skip all unit limit checks, including the unit load for the student’s enrollment appointment, the term and session unit load, the term and session course count load, the term and session no grade point average (GPA) units, the term and session audit units, and the minimum unit enrollment check. Select to allow the student to wait list into a class section even if the class section, combined section, and reserve capacity are full provided that space is available on the wait list and the last date to wait list has not passed.

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SR Reference Guide Requirement Designation group Field Override Requirement Designation Requirement Designation

Requirement Designation Option

Requirement Designation Grade

Links Field Add Merge Process (link) Class Block Defaults (link)

Field Description Select to override the requirement designation for the corresponding row of an enrollment request. The Requirement Designation field becomes available to edit. Requirement designation values have been derived from coupling the LEGACY SYSTEM ACAD LVL field and the LEGACY SYSTEM LIB ARTS indicator. They are used to indicate the course type and coding as Liberal Arts or Non Liberal Arts in the following areas: Compensatory, Developmental, Graduate, Laboratory, Massage, Remedial, and Regular. Only one requirement designation value per course can be used. This table is maintained by the Office of the University Registrar If there is a requirement designation specified for the corresponding row of the enrollment transaction and that requirement designation is at the student’s option, select whether the student elects to take the requirement designation. The student requirement designation grade for the class enrollment can be entered on this page or through the grade roster. Usually, it is more convenient to enter grades for groups of students and classes through the grade roster. Choices are Satisfied or Not Satisfied

Field Description Click to access the Block Enrollment component, where block enrollment requests can be processed. Click to access the Class Block Defaults page, where user can set default values for security access overrides of enrollment functions. The overrides that user sets on this page are used for each new class enrollment block detail entered.

Submit button To process the block enrollment request, return to the Block Enroll Merge page and click the Submit button.

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Topic 4:

Mass Enrollment (Batch Process)

It may be necessary to process enrollment requests that have been created, but have not been submitted. This can be accomplished using the Mass Enrollment component. The Mass Enrollment component can be found by navigating to: Records and Enrollment > Enroll Students > Mass Enrollment.

Step Summary 1. 2. 3. 4.

Navigate to the Mass Enrollment component. Add a new Run Control ID or find an existing one. Enter the range of Enrollment Request IDs to be process. Run the process.

For more information on running a process, see the Appendix.

Detailed Information Create a Run Control ID or use an existing one.

Enter the range of Enrollment Request IDs to be processed.

Click the Run button. For more information on running a process, see the Appendix.

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Topic 5:

Move Students from Waitlist to Enroll

When the enrollment for a scheduled class is full (has reached the enrollment capacity limit set in the Schedule of Classes), and an enrollment request is made for or by a student, the student can be placed on the waitlist for that class. During the enrollment period, as students drop, withdraw, or otherwise change their enrollment in classes, seats in classes that were formerly full may become available. When needed, students can be moved from waitlists and enrolled in the corresponding classes as seats become available, using the Waitlist Process component. Note: This process will affect only those classes where the “Auto Enroll from Waitlist” checkbox is selected in the Schedule of Classes. To manually enroll a waitlisted student in a class, use one of the Enrollment components. The Waitlist Process component can be found by navigating to Records and Enrollment > Term Processing > Waitlist > Waitlist Process.

Step Summary 1. 2. 3. 4.

Navigate to the Waitlist Process component. Add a new Run Control ID or Find an existing one. Enter or select academic institution and term in which waitlists are to be updated. Enter or select optional parameters if necessary, to narrow the selection of classes for which waitlists are to be updated. 5. Select Waitlist Process Switch value (All or New waitlist candidates). 6. Run process.

Detailed Information Use the Wait List Process page to enter parameters of classes for which waitlists are to be updated, and to determine whether all or new candidates are to be affected.

The following table describes the fields on the Wait List Process component. Field

Field Description

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Field Institution (Academic Institution) Term

Session

Subject Area

Course ID

Class Nbr (Number)

WaitList Process Switch (wait list process switch)

SR Reference Guide Field Description A specific college within CUNY, identified by an alphanumeric code. Enter or select the Academic Institution for which waitlists are to be updated. A period of time within a given year (Spring, Summer, Fall) identified by a numeric code and consisting of sessions in which classes are scheduled at a specific institution (college). Enter or select the term for which waitlists are to be updated A framework for scheduling classes within a term. If necessary, enter or select the session within the specified term for which waitlists are to be updated. A specific area of instruction in which courses are offered at an academic institution. If necessary, enter or select the subject area of the classes for which waitlists are to be updated. The system-generated ID number assigned to each course in the Course Catalog. If necessary, enter or select the course ID of the classes for which waitlists are to be updated. The number generated by the system and assigned to a class after it is saved to the Schedule of Classes. If necessary, enter or select the Class Number of the class for which waitlist is to be updated The wait list process switch instructs the process how to evaluate wait list candidates. Select Y to process all new wait list candidates eligible for wait list evaluation. Select A to process all wait list candidates eligible for wait list evaluation. For example, a class has five students on the wait list and three spaces become open in the class. When user runs the wait list process, it fills the three spaces, and two students remain on the wait list. At this point the class is no longer new to the wait list process. The only way it would be evaluated again is if space opened in the class and user selected A as the Wait List Process Switch value.

Run process Click the Run button to move eligible students from the waitlist to enroll in the selected classes. For further instruction on running a process or report see Appendix.

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Chapter 3 – Maintain Enrollment Data This chapter contains instruction on managing enrollments, including updating waitlists, withdrawals and cancellations, and generating study lists and enrollment summaries.

Chapter Objectives Upon completion of this chapter, learners will be able to: • • • • • • •

Change Grading Basis view class rosters move students from waitlist to enroll purge waitlists view a student’s enrollment record view enrollment summaries create student study lists

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Topic 1:

Change Grading Basis (Audit or P/NP)

Updates to student’s grading basis can be processed using the Enrollment Request component. The Enrollment Request component can be found by navigating to Records and Enrollment > Enroll Students > Enrollment Request.

Step Summary 1. 2. 3. 4. 5. 6.

Navigate to the Enrollment Request component. Add a new value linking Student ID, Academic Career, Academic Institution and Term. Add a row of data specifying Normal Maintenance as the enrollment action and select class number. Select the Checkbox for Grading Basis and change or update necessary grading basis (Audit or P/NP) Add additional rows if needed and repeat Steps 3 and 4. Click the Submit button to process the enrollment actions; note the resulting status for each requested action.

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Detailed Information To create a new Enrollment Request, select Add a New Value linking student (ID), Academic Institution, Career and Term.

Enrollment Request ID page In the creation of a new enrollment request, the Request ID will be all zeros (as displayed below) until the data is saved.

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SR Reference Guide Use the Enrollment Request page to process change of grading basis using Normal Maintenance as the enrollment Action:

The following table describes the fields on the Enrollment Request component. Field Enrollment Request ID User ID Status

Operator Enrollment Access (link) Sequence Nbr (Number)

Field Description Identifies the enrollment request as unique from other enrollment requests. In Add mode, the system generates a unique enrollment request ID when data is saved. System user name of the user initiating the request. The system displays the status of the enrollment request; one of the following: Errors: The enrollment engine was unable to post the submitted enrollment request due to errors. Click this link to view the errors on the Enrollment Message Log page. Pending: The enrollment request is pending submission for enrollment processing. Messages: The enrollment engine was able to successfully post the enrollment request and has returned an informational message, such as the student’s wait list position. Click this link to view the messages on the Enrollment Message Log page. Success: The enrollment engine was able to successfully post the enrollment request. Click to view the current user’s security status for each enrollment function possibility. The system sets the sequence number to 1 and increases it by one for each class section added to the enrollment request. The number specifies the order in which the enrollment engine processes rows within the request.

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Field Action

Action Reason Override Action Date Action Date

Wait List Okay

Class Nbr (Number)

SR Reference Guide Field Description An enrollment action is the action performed on a student’s enrollment record for a specific class. The system by default sets the enrollment action for the request to Enroll, but user can override this default value. Select from the following choices. Add Grd (grade): Select to add a grade to the student’s enrollment record for the corresponding class. Change Grd (grade): Select to change a grade on the student’s enrollment record for the corresponding class. Chg WL Pos (change wait list position): Select to change the student’s wait list position for the corresponding class. Drop: Select to drop the student from the corresponding class. Drop to WL (drop to wait list): Select to drop the student from the corresponding class and move the student to the wait list for that class. Enroll: Select to enroll the student into the corresponding class. Norm Maint (normal maintenance): Select to update the student’s enrollment record for the corresponding class in normal maintenance mode. Items available for update include grading basis, units, permission, course count, notes, requirement designation, repeat code, and instructor ID. User can use the normal maintenance action to update these items, rather than dropping the class and re-adding it with the new information. Remove Grd (grade): Select to remove a grade from the student’s enrollment record for the corresponding class. Swap: Select to enable the student to swap the corresponding class in which he or she is enrolled for a different class. The Change To field becomes available for user to enter the new class section in which the student wants to enroll. User can also use this option to swap a student’s enrollment from one related class section to another related class section. List the enrollment class section in both the Class Nbr (Number) and Change To fields, select a different related class, and then post the enrollment transaction. User cannot use the swap option to add or drop optional non-enrollment component sections. For example, if a student enrolls in a class section without designating the optional non-enrollment component section as a related class, then user cannot use the swap option to add the optional non-enrollment component section to the student’s enrollment record. Instead, user must drop the student from the enrollment section, then process another enrollment request to add the student back into the enrollment section and also the optional non-enrollment component section. Likewise, if a student initially enrolls in both the enrollment section and the optional non-enrollment component section but wants to drop the optional non-enrollment component section altogether, user must drop the student from both sections and process another enrollment request to add the student back into the enrollment section only. Select the enrollment action reason for the enrollment action. Select to override the action date. The Action Date field becomes available to edit. Select the date that user wants to use as the action date for processing this enrollment transaction. The action date is the date that user processes the corresponding row of the enrollment transaction. The system records the action date to track the date that user processes information. By default, the system uses the current system date. When user is processing an enrollment request and they select to override the action date, this field becomes available for edit. Select to allow the student to wait list into a class section even if the class section, combined section, and reserve capacity are full provided that space is available on the wait list and the last date to wait list has not passed The system-generated number assigned to each class section that is scheduled in a term. If submitting a new enrollment transaction, enter the number of the class for the term. The lookup tool can be used to search for the desired class, displaying the following Class Search page.

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Field Related Class 1

Related Class 2 Start Date

Instructor ID Repeat Code

Create Transcript Note (link)

Override group Field Grading Basis

Grade Input

SR Reference Guide Field Description If an enrollment action of Enroll or Swap is selected, the Related Class 1 and Related Class 2 fields become available for edit. If the class has a related class that is not an auto-enroll class, select that class number in this field. The values that appear are those associated sections that are scheduled for the class in the schedule of classes. If the class has another related class that is not an auto-enroll class, select that class number in this field. When a student attempts to enroll in a class scheduled within an OEE session, the system prompts user to enter a class start date. The date that a student starts an OEE class drives the open entry/open exit processing. A class start date is required for enrollment in OEE classes. If a non-OEE class number is selected, this field does not appear. For Independent Study Class only: enter or select an instructor ID. Repeat codes work in conjunction with repeat rules to determine whether a repeated class violates defined repeat policies. Select a repeat code for the enrollment transaction, if applicable. Click to access the Transcript Note page, where a predefined Transcript Note can be selected, or a free-form text can be entered, that prints on the student’s transcript for the class enrollment.

Field Description Select to allow student to enroll into a class with a grading basis other than the one established for the class. The Grading Basis field becomes available for edit so that a different grading basis for the class enrollment can be selected This is the final grade given to the student for the class. A grade can be entered here or on the grade roster generator. When a grade is entered and posted, the system displays the grade here. Note:

Units Taken

Course Count Designation (Requirement Designation

Take Requirement Designation

Posting grades through the Quick Enroll, Enrollment Request, and Block Enrollment components automatically runs the repeat checking process if the Repeat Grade Check option is set to all crse (all courses) for the student’s academic program. Select to override the Units Taken value for this class, which is derived from the minimum units value on the Class Associations page in the Schedule of Classes (except for those classes defined as variable unit classes). When the checkbox is selected the Units Taken field becomes available for edit. The system uses the Units Taken value to calculate the transcript GPA and the enrollment load. The enrollment engine uses units taken to calculate the number of units a student can take in a term. If minimum units and maximum units are different on the Class Associations page, then the class is defined to have variable units. In such a case, this field becomes active, and the number of units the student chooses must be entered in this field When the “Units Taken” override checkbox is selected, this field becomes available for edit. Course count indicates the value of the course towards degree progress. Requirement designation values have been derived from coupling the LEGACY SYSTEM ACAD LVL field and the LEGACY SYSTEM LIB ARTS indicator. They are used to indicate the course type and coding as Liberal Arts or Non Liberal Arts in the following areas: Compensatory, Developmental, Graduate, Laboratory, Massage, Remedial, and Regular. Only one requirement designation value per course can be used. This table is maintained by the Office of the University Registrar If there is a requirement designation specified for the corresponding row of the enrollment transaction and that requirement designation is at the student’s option, select whether the student elects to take the requirement designation. Currently not in use at CUNY.

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Field RD Grade

Permission Nbr (Number)

SR Reference Guide Field Description The student requirement designation grade for the class enrollment can be entered on this page or through the grade roster. Usually, it is more convenient to enter grades for groups of students and classes through the grade roster. Choices are Satisfied or Not Satisfied. Currently not in use at CUNY. Select to enter a general permission number that must have been generated by the system for this class If the student has been granted a general permission for enrollment in the specified class, enter the number in this field. The system reserves the permission number for the student.

Additional Overrides group Field Appointment

Requisites Dynamic Dates Career Service Indicator Closed Class Time Conflict Class Links

Unit Load

Additional fields: Field Drop this Class if Enrolled

Field Description Select to override the student’s enrollment appointment date, time, and maximum enrollment units. This enables enrollment of the student in the class on the corresponding row of the enrollment request, regardless of the student’s enrollment appointment Select to have the enrollment engine bypass requisite checking when user submits the corresponding row of an enrollment request for processing Not being used by CUNY at this time. Select to override academic career pointers and career pointer exception rules for the student’s academic career. Select to override service holds that have been placed on the student’s record. Select to override a class’s enrollment status of closed due to enrollment having reached capacity. Select to disable time conflict checking for class sections when the enrollment request is processed. Select to allow students to add and drop class sections without having to do likewise for the required related component sections in a class association group, to allow students to enroll in a non-enrollment type section, and to allow multiple student enrollments in a course. Select to have the enrollment engine skip all unit limit checks, including the unit load for the student’s enrollment appointment, the term and session unit load, the term and session course count load, the term and session no grade point average (GPA) units, the term and session audit units, and the minimum unit enrollment check

Field Description The system displays this field only when the Action field is set to Enroll. Enter the class section that the student wants to drop. The system will drop the student from this class section only when the student is successfully enrolled in the class section that the student is currently requesting. The system does not drop the student if he or she is put on a wait list. So if user selects the Wait List Okay check box and the student is put on the wait list, the system will not drop the student. When user later runs the Wait List process (SRPCWAIT) for the requested class section and the process successfully enrolls the student in that section, the Wait List process then drops the student from the class section that user specifies in this field

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Field Error Messages

SR Reference Guide Field Description Message Sequence: The posting process displays a sequence number for each message that it writes to the message log for the corresponding request. Severity: The posting process displays the severity of each message that it writes to the message log for the corresponding request. For example, if the posting process is unable to post a request due to errors, it displays a severity value of Error. Last Update Date Time: The posting process displays the last date and time that it updated the message log for the corresponding request. Message Text (unlabeled): The posting process displays the message text and a detailed explanation of each message that it writes to the message log for the corresponding request. User can view and update messages in the Message Catalog within the appropriate message set.

Submit button Click the Submit button to process the Grading Basis Change. Note the resulting status for each requested action.

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Topic 2:

Class Rosters

Enrollment information for any scheduled class can be viewed using the Class Roster component. The Class Roster component can be found by navigating to Curriculum Management > Class Roster > Class Roster.

Step Summary 1. Navigate to the Class Roster component. 2. Find an existing value linking academic institution, term and class. 3. View Meeting Data and basic data for all enrolled students in this class (with “Enrolled” selected by default in the Enrollment Status field. 4. View data for students who have dropped class, are on the waiting list, are enrolled, or all of these statuses by selecting the corresponding value in the Enrollment Status field. 5. Click the Class Detail button for more information about the scheduled class.

Detailed Information Search for a class section by academic institution, term and other known criteria.

• • • •

The Class Roster page displays enrollment data for the selected class section. The page heading shows, on the first line, the subject area, catalog number, section number and class title. The second line shows the class type and class number. The third line shows term, session, institution and career.

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The following table describes the fields on the Class Roster component. Field Days & Times Room Instructor Meeting Dates Enrollment Status

Enrollment Capacity Enrolled ID Name Grade Basis (Grading Basis)

Units Program and Plan Level (Academic Level) Select All Clear All notify selected students

Field Description These fields display the times, location, instructor and inclusive meeting dates for the class as entered in the Schedule of Classes.

Select the student enrollment status to be viewed for the class. The available values are All, Dropped, Enrolled, and Waitlisted. The roster data determines which values are available. For example, if the class has no students with a dropped status, then the Dropped value is not available. If all the students in the class are enrolled, the only available value is Enrolled. The system displays the limit for student enrollment as defined on the Enrollment Control page of the Schedule of classes. The system displays the total number of students currently enrolled in the class. The number by which a student is identified in the system. The student’s name. Basis upon which grades are assigned to students in a class, i.e. “Graded” (letter grade), “Pass/Not Pass,” etc. The system reflects the grading basis of this class as determined on the Components page of Class Associations component in the Schedule of Classes. The number of units for which this student is taking this class. The system displays the student’s academic program (degree program in which a student is active) and academic plan (area of concentration or major). Indication of student progress based on units completed, e.g. Upper Freshman, Lower Junior, etc. Selects the notify checkbox for all students. Clears the notify checkbox for all students. Sends and email to all students whose notify checkbox is checked. Last Updated: October 30, 2013| Page: 489

SR Reference Guide Field notify all students

Field Description Sends an email to all students on the class roster.

To send a message to every student, select the notify all students button. Alternatively in the Notify column, click the checkbox icon of each student to be sent a notification. Click the notify selected students button.

The following table describes the fields on the Send Notification page of the Class Roster component: Field From To CC BCC Subject Message Text Send Notification Return to Class Roster

Field Description Identifies the sender Identifies the recipients. Identifies other recipients to receive copies of the notification. Identifies additional recipients undisclosed to all other recipients of the notification. The subject of the message The body of the notification. The button selected to forward the notification to the recipients via email Link to go back to the previous page. Last Updated: October 30, 2013| Page: 490

SR Reference Guide Click the Send Notification button and view Send Notification Result.

The following table describes the fields on the Send Notification Result page of the Class Roster component: Field Send Notification Result Return to Class Roster

Field Description Lists email address to which the email was sent Link to go back to the previous page.

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Topic 3:

View Enrollment Requests

The enrollment engine keeps a history of all enrollment requests that it processes successfully. Enrollment Requests can be searched and viewed according to search criteria entered in the Enrollment Request Search component. Using two or more search criteria, all the Enrollment Requests which satisfy the given criteria are displayed for view on a grid. For example, a search can be conducted to find out how a student was dropped from a class, or to display a list of students enrolled in a class that has been cancelled, etc. The Institution must be selected on the ‘User Default page 1’ under Set Up SACR, in order to perform this process. The Enrollment Request Search component can be found by navigating to Records and Enrollment > Enroll Students > Enrollment Request Search.

Step Summary 1. 2. 3. 4. 5.

Navigate to the Enrollment Request Search component. Enter or select Academic Institution whose enrollment requests are to be searched; click Search. Enter at least two search criteria. Click the Search button. View details of all enrollment requests that meet the given criteria in the display grid below.

Detailed Information After navigating to the Enrollment Request Search, select the appropriate academic institution.

Enter at least two selection criteria for enrollment requests to be viewed. Then click the Search button.

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SR Reference Guide The following table describes the fields on the Enrollment Request Search component. Field Academic Career

Term

Enrollment Request ID Enrollment Request Source

Enrollment Request Action

Enrollment Action Reason User ID EmplID Class Nbr (Number) Enrollment Action Range From Date End Date Last Update Range From Date Time Thru Date Time

Field Description The academic level of course works, such as graduate, undergraduate, professional, law. Enter or select a value if search results are to be filtered according to this criterion. A period of time within a given year (Spring, Summer, Fall) identified by a numeric code and consisting of sessions in which classes are scheduled at a specific institution (college). Enter or select a value if search results are to be filtered according to this criterion. Identifying number assigned by the system for each enrollment request submitted. Enter or select a value if search results are to be filtered according to this criterion. The process through which the enrollment request was made (e.g. Self-Service, Quick Enroll, Enrollment Request, etc.) Enter or select a value if search results are to be filtered according to this criterion. An enrollment action is the action performed on a student’s enrollment record for a specific class. ). Enter or select a value if search results are to be filtered according to this criterion. Some enrollment actions may have action reasons associated to them. Enter or select a value if search results are to be filtered according to this criterion. The ID of the CUNYfirst user who submitted the enrollment request. Enter or select a value if search results are to be filtered according to this criterion. The ID of the individual student for whom enrollment requests have been submitted. Enter or select a value if search results are to be filtered according to this criterion. A system-assigned number for each class scheduled in a term. Enter or select a value if search results are to be filtered according to this criterion. Specify a range of dates on which enrollment requests were submitted, if search results are to be filtered according to this criterion. Specify a time range during which the enrollment requests were last updated, if search results are to be filtered according to this criterion.

With the Search button clicked, the results display in the Enrollment List area below. (Result is displayed on 9 tabs (Fields 1- 48) – All the fields correspond to the fields in Quick Enroll component or Enrollment Request Component.

Fields 1-7: • User ID: The User ID of the person processing the enrollment transaction. • ID: The ID of the student for which the enrollment transaction was processed. • Term: The term for which the enrollment transaction was processed. • Class Number: The class number for the class involved in the enrollment transaction. • Subject Area: The three/four character subject area of the class involved in the enrollment transaction displays (i.e. ENG would display if ENG 101 was the class involved). • Catalog Number: The catalog number for the class involved in the enrollment transaction displays (i.e. 101 would display if ENG 101 was the class involved). • Academic Career: The academic career of the student involved in the enrollment transaction • Displays (i.e. UGRD, GRAD, ULAG, UKCC, or LAW

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SR Reference Guide Fields 8-11: • Enrollment Request ID: The unique enrollment request ID that is generated when the enrollment request is performed. • Last Update Date Time: This is the date and time the enrollment request was updated. • Enrollment Request Source: • Common sources can be:  Self Service Enrollment (This means that the student requested the enrollment.)  Quick Enroll  Mass Enrollment  Term Withdrawal Engine  Waitlist Process • Other possible sources may include:  Enrollment  Enrollment Request  Student Financials Batch  Test Administration • Enrollment Request Detail Sequence: These numbers relate to the number of enrollment actions requested per enrollment request ID.

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Fields 12-19: • Enrollment Request Action: Options may include: • Enroll: Enroll the student into the corresponding class. • Drop: Drop the student from the corresponding class. • Swap: Enable the student to swap the corresponding class in which he or she is enrolled for a different class. • Add Grd (grade): Add a grade to the student’s enrollment record for the corresponding class. • Change Grd (grade): Change a grade on the student’s enrollment record for the corresponding class. • Norm Maint (maintenance): Selected to update the student’s enrollment record for the corresponding class in normal maintenance mode. • Remove Grd (grade): Selected to remove a grade from the student’s enrollment record for the corresponding class. • Enrollment Action Reason: Enrollment action reasons are linked to enrollment actions such as Add Grade, Drop, and Enroll. Some of CUNY’s current reasons are listed below. Most are linked to the enrollment action of drop. • CNCL Cancel • MDCL Medical • MILI Military Active Duty • NOPY No Pay • PERC Prerequisite Drop • RTRO Retroactive • STRQ Student Request • WITH Withdrew from term • Enrollment Action Date: If the action date was overridden, a date will display here. For example, a transaction might be backdated to make a class withdrawal eligible for a refund. • Units Taken: Displays the number of units in which the student is/was enrolled. • Course Count: Course counts are used for academic advising rules and for course edits. Most of the courses count as 1. • Repeat Code: If a repeat code was assigned during the enrollment process, it will display here. When the repeat checking process identifies a course that violates a repeat rule, the process assigns the class enrollment a repeat code. This repeat code determines how the class enrollment is treated in the student’s academic statistics, such as whether the grade is used to calculate the student’s grade point average. (Repeat codes can also be added manually by the registrar’s office). • Grade Input: If a grade has been entered and posted, it will display here. • Grading Basis: The default grading basis for the class displays here. If the grading basis for the class had a student option, the chosen grading basis will display here.

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Fields 20-25: • Class Permission Number: Class permissions are numbers or authorizations that user can associate with a class and assign to students to use at enrollment time • Change to Class Number: If an enrollment action of swap was selected, the class number of the new class in which the student wanted to be enrolled will display. • Drop this Class if Enrolled: If the Action field was set to Enroll and a class number was entered to be dropped if the student was enrolled in the new class section, the section number of the class to be dropped displays here. • Change to Wait List Number: If Students Wait List Position was updated, it will display here. • Related Class Number 1: If an enrollment action of “Enroll” or “Swap” was selected and the class had a related class that was not an auto-enroll class, the class number for the chosen related class will display here. • Related Class Number 2: If the class had another related class that was not an auto-enroll class, the class number for the second related class will display here.

Fields 26-30: • Override Class Limit: Checked if a class limit override was given to allow the student to attend a full class. • Override Grading Basis: Checked if a grading basis override was given with this enrollment request, to assign a different grading basis to this particular student in this particular class. For Example: if the student was assigned or earned a grade of P or NP, the student was enrolled with PNP grading basis. • Override Class Units: Checked if a class unit override was given to allow the student to enroll in a different number of credit hours than was offered for this particular class. (Mostly for variable credit courses) • Override Unit Load: Checked if a unit load override was given to allow the enrollment engine to skip all unit limit checks, including the unit load for the student’s enrollment appointment, the term and session unit load, course count load, number grade point average (GPA) units, audit units, and the minimum unit enrollment check. • Override Class Links: Checked if an override was given to allow students to add and drop class sections without having to do likewise for the required linked classes. This allows students to enroll in a non-enrollment type section, and to allow multiple student enrollments in a course.

Fields 31-35: • Override Class Permission: Checked if user selected to override general permission and student-specific permission requirements, academic career pointers, and career pointer exception rules. • Override Requisites: Checked if user selected to have the enrollment engine bypass requisite checking when submitting the corresponding row of an enrollment request for processing. • Override Time Conflict: Checked if user selected to disable time conflict checking for class sections when user processes the enrollment request. • Override Career: Checked if user selected to override academic career pointers and career pointer exception rules for the student’s academic career. • Wait List Okay: Checked if user selected to allow the student to wait list into a class section even if the class section, combined section, and reserve capacity are full provided that space is available on the wait list and the last date to wait list has not passed.

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Fields 36-40: • Override Action Date: Checked if an action date override was given. For example, an action date might be backdated to make a class withdrawal eligible for a refund, to drop without a grade. • Override Requirement Designation: This override should never be given because ASU is using requirement designations only to define or identify General Studies areas related to a particular class. • Override Service Indicator: Checked if a service indicator override was given. • Override Appointment: Checked if an appointment override was given to override the student’s enrollment appointment date, time, and maximum enrollment units. • Instructor ID: The ID of the instructor

Fields 41-44: 1. Enrollment Requirement Detail Status: The status of the enrollment request. • E = Error • S = Success • M = Message • P = Pending (“Pending” means the request has not been submitted yet.) 2. Requirement Designation: CUNY will use requirement designations to define or identify course type and coding as Liberal Arts or Non Liberal Arts in the following areas: • Compensatory • Developmental • Graduate • Laboratory • Massage • Remedial • Regular. 3. Requirement Designation Option: Because CUNY is using requirement designations only to define or identify Liberal Arts/Non Liberal Arts areas related to a particular class, CUNY will not be using this feature, however the system will display either a blank, a Y (yes) or and N (no). 4. Requirement Designation Grade: Requirement designation grades will not be changed and therefore should never display here.

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Fields 41-44: • Transcript Note ID: If a transcript note were entered in conjunction with the enrollment request, the Transcript Note ID would display here. • Transcript Note Exists Flag: Checked if text had been added in the Transcript Note field in conjunction with the enrollment request • Academic Program: During Enrollment process, this field is only editable if the student is active in more than one academic program for this term. If this is the case, the student's primary academic program for this term appears by default but can be changed. • Override Dynamic Dates: CUNY is not using this field.

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Topic 4:

View Enrollment Summary

A summary of a student’s enrollment and term data for any given term can be viewed using the Enrollment Summary component. The Enrollment Summary component can be found by navigating to Records and Enrollment > Enrollment Summaries > Enrollment Summary.

Step Summary 1. 2. 3. 4.

Navigate to the Enrollment Summary component. Find an existing value linking student (ID), academic career, institution and term. View all class enrollments for the student in the selected term on the Enrollment Summary page. View all term enrollment and transfer credit statistics for the student in the selected term on the Term Statistics page. 5. If needed, return to the Enrollment Summary page and click the Print Study List link to generate a Study List. 6. If needed, click the Report Manager link to view, save and/or print the Study List.

Detailed Information Search for an enrollment summary by student, career, institution and term.

View the student’s enrollment summary for the selected term on the Enrollment Summary page.

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SR Reference Guide Print Study List (link) Click the Print Study List link to request the system to generate a report of the student’s enrollment data for the term.

Find the generated report by clicking the Report Manager link. The Administration tab of the Report Manager page is displayed. If necessary click the Refresh button. When the status of the requested report is “Posted” click on the link of the report name: “Individual Student Study Rpt.”

The report is displayed in a new window. Click the icon to print (or save).

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Return to the Enrollment Summary page by clicking on the “Go Back to Enrollment Summary” link on the Report Manager page. Term Statistics page To view the students term statistics, including transfer credit click on the Term Statistics page.

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Topic 5:

Create Student Study List (Batch Process)

Student study lists can be generated for all students active in one or more academic program or student group at a specific academic institution in a given term, using the Student Study List Report. The Student Study List Report can be found by navigating to Records and Enrollment > Enrollment Summaries > Student Study List Report.

Step Summary 1. Navigate to the Student Study List Report component. 2. Add a new Run Control ID or search for an existing one. 3. Enter or update criteria for selecting study lists to be generated by academic institution, term, academic program or student group. 4. Add new rows, if needed, for additional academic programs or groups. 5. Run the process. For more information on running a process, see the Appendix.

Detailed Information Create a new Run Control ID or search for a new one.

Set the parameters for study lists to be generated on the Student Study List page.

The following table describes the fields on the Student Study List component. Field Institution (Academic Institution) Term

Academic Career Academic Program

Field Description A specific college within CUNY, identified by an alphanumeric code. A period of time within a given year (Spring, Summer, Fall) identified by a numeric code and consisting of sessions in which classes are scheduled at a specific institution (college). The academic level of course work, such as graduate, undergraduate, professional, etc. The degree program in which a student is active. Enter or a select an academic program to narrow the selection of study lists Last Updated: October 30, 2013| Page: 502

Field Student Group

SR Reference Guide Field Description A defined community of students in CUNYfirst who share common criteria. Enter or a select a Student Group to narrow the selection of study lists.

Run the process Click the Run button to run the process. For more information on running a process, see the Appendix.

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Topic 6:

Waitlist Purge (Batch Process)

The waitlist for all classes in an entire term, academic career, session, or subject area can be purged from the system using the Waitlist Purge component. The purge process can be run on past terms when information about a student being waitlisted is no longer pertinent. The Waitlist Purge component can be found by navigating to Records and Enrollment > Term Processing > Waitlist > Waitlist Purge.

Step Summary 1. 2. 3. 4. 5.

Navigate to the Waitlist Purge component. Add a new Run Control ID or Find an existing one. Enter or select Academic Institution and Term for which waitlists are to be purged. Enter or select optional parameters if necessary. Run process.

Detailed Information Create or search for a Run Control ID.

Use the Wait List Purge page to determine the classes for which waitlists are to be purged.

The following table describes the fields on the Waitlist Purge component. Field

Field Description Last Updated: October 30, 2013| Page: 504

Field Academic Institution Term

Academic Career

Session

Subject Area

Class Nbr (Number)

Campus

From Date To Date

Last Date for Wait List

SR Reference Guide Field Description A specific college within CUNY, identified by an alphanumeric code. Enter or select the Academic Institution for which waitlists are to be purged. A period of time within a given year (Spring, Summer, Fall) identified by a numeric code and consisting of sessions in which classes are scheduled at a specific institution (college). Enter or select the term for which waitlists are to be purged. The academic level of course work, such as graduate, undergraduate, professional, etc. If necessary, enter or select the Academic Career of the classes for which waitlists are to be purged. A framework for scheduling classes within a term. If necessary, enter or select the session within the specified term for which waitlists are to be purged. A specific area of instruction in which courses are offered at an academic institution. If necessary, enter or select the subject area of the classes for which waitlists are to be purged. The number generated by the system and assigned to a class after it is saved to the Schedule of Classes. If necessary, enter or select the Class Number of the class for which waitlist is to be purged. All Academic Institutions in CUNYfirst have only one campus value (Main) and therefore this field cannot effect the selection of classes for which waitlists are to be purged. To purge from wait lists the students in waiting status with a class start date greater than or equal to a certain date, enter the date in this field To purge from wait lists the students in waiting status with a class start date less than or equal to a certain date, enter the date in this field. The system displays, by default, the value in the From Date field. Enter a value in this field to have the process search for active wait lists in which the class Last Date for Wait List value is less than or equal to the value specified here. Define Last Date for Wait List values on the Session Table page for classes with traditional academic calendars.

Run process Click the Run button to purge waitlists for the selected classes. For further instruction on running a process or report see Appendix.

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Topic 7:

“Drop – Retain Record” Data Purge (Batch Process)

Class drops are kept in the student's academic record if a student drops from a course while the drops retain record date is defined on the academic calendar for the session in which the student was enrolled. The system can be purged of these retained drop enrollment records. Run the purge process on past terms only when information about a student's drop enrollment record is no longer pertinent, using the Drop Purge component. The Drop Purge component can be found by navigating to; Records and Enrollment > Term Processing > End of Term Processing > Drop Purge.

Step Summary 1. Navigate to the Drop Purge component. 2. Add a new Run Control ID on which to run the drop purge process and click the Add button, or search for an existing Run Control ID. 3. Enter or select the academic institution for which drops are to be purged. 4. Enter or select the term for which drops are to be purged. 5. Enter or select other selection criteria for which drops are to be purged. 6. Run the process. For more information on running a process, see the Appendix.

Detailed Information After navigating to the Drop Purge component, search for an existing Run Control ID or add a new one.

Use the Drop Purge page to enter the academic institution, term, and other selection criteria for drops that are to be purged. Then click the Run button to run the process.

The following table describes the fields on the process page of the Drop Purge component. Field

Field Description

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Field Academic Institution

Term

Sequence Number Academic Career Session From Date /To Date Subject Area Class Number Campus Enrollment Status Reason

SR Reference Guide Field Description A specific college within CUNY, identified by an alphanumeric code. Enter or select the academic institution for which drop enrollment records are to be purged. A period of time within a given year (Spring, Summer, Fall) identified by a numeric code and consisting of sessions in which classes are scheduled at a specific institution (college). Enter or select the term for which drop enrollment records are to be purged. The system displays a default sequence number. It is for internal processing purposes only. If user wants to purge drop enrollment records within a specific academic career, select a value. If user wants to purge drop enrollment records within a specific session, select a value. If user wants to purge drop enrollment records within a specific range of dates, enter the From and To dates of that range. If user wants to purge drop enrollment records within a subject area, select a value. If user wants to purge drop enrollment records for a single class, enter the class number. Since academic institutions at CUNY are not divided into campuses in CUNYfirst, entering a value in this field will have no effect on the process. If user wants to purge only the drop enrollment records that have a specific enrollment status reason attached to them, select the enrollment status reason. For example, user can purge drops that have an enrollment status reason of Drop Wait and that meet other criteria. Enrollment status reasons appear in the Status/Reason field on pages within enrollment components.

Run process Click the Run button to begin running the process (for more information, see the Appendix).

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Topic 8:

Shopping Cart Purge (Batch Process)

At the end of a term (or any time after the close of enrollment), students’ shopping cart records for that term can be purged from the system, using the Shopping Cart Purge component. The Shopping Cart Purge component can be found by navigating to: Records and Enrollment > Term Processing > End of Term Processing > Shopping Cart Purge.

Step Summary 1. Navigate to the Shopping Cart Purge component. 2. Add a new Run Control ID and click Add, or search for an existing Run Control ID. 3. On the Shopping Cart Purge page, select the Academic Institution, career and term for which the Shopping Cart records are to be purged. 4. Click the Run button to run the process. For more information on running a process, see the Appendix.

Detailed Information After navigating to the Shopping Cart Purge component, click on the Add a New Value tab to create a new Run Control ID and click the Add button (or search for an existing Run Control ID).

On the Shopping Cart Purge screen, select the Academic Institution, career and term for which the Shopping Cart records are to be purged. Click the Run button to run the process (for more information, see the Appendix)

Run process Click the Run button to begin running the process (for more information, see the Appendix).

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Chapter 4 – Withdrawals and Cancellations This chapter contains instruction on processing withdrawals and cancellations.

Chapter Objectives Upon completion of this chapter, learners will be able to: • • •

process withdrawals and cancellations view withdrawal and cancellation results update failed cancellation requests.

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Topic 1:

Withdrawals and Cancellations for Individual Student

This topic discusses the process for requesting a withdrawal or cancellation of a student’s enrollment in a given term or session. A withdrawal or cancellation can be processed for an individual session or the term as a whole. When a withdrawal or cancellation is processed for a student in a term, the system performs a series of session withdrawals or cancellations. A student cannot be cancelled from a session, and therefore a term, in which grades have been posted. The system prevents this with an error message and does so because enrollments for cancelled terms and sessions are always excluded from the transcript. Withdrawals can be processed when grades are present, however the classes with grades will be excluded from the process. A warning message appears when the Withdrawal code is selected for a session or term where grades are present. Requests to withdraw or cancel students’ enrollment in a given term (or session) are processed using the Term History component. The Term History component can be found by navigating to: Records and Enrollment > Student Term Information > Term History.

Step Summary To process a withdrawal or cancellation request: 1. Navigate to the Term History component. 2. Find an existing value – search by student. If processing withdrawal or cancellation for a session only: 3. Click on the Session Withdrawal page. 4. Navigate to the Session row for which withdrawal or cancellation is to be performed. 5. Select “Withdrew” or “Cancelled” in the Withdrawal\Cancel field. 6. Update Reason, Dates, if necessary. 7. Save. If processing withdrawal or cancellation for a term: 3. Click on the Term Withdrawal page. 4. Verify that the correct Term row is displayed (or navigate, if necessary). 5. Select “Withdrew” or “Cancelled” in the Withdrawal\Cancel field. 6. Update Reason, Dates, if necessary. 7. Override Withdrawal Schedule 8. Save.

Detailed Information Search for the Term History of a specific student.

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SR Reference Guide Session Cancellation or Withdrawal The Term Statistics page is displayed. To process a cancellation or withdrawal for a session only (affecting one session in a term but not all), click on the Session Withdrawal page. (See below to process a term cancellation or withdrawal, which includes all sessions in that term.).

On the Session Withdrawal page, navigate to the session row for which a cancellation or withdrawal is being processed, and select Cancelled or Withdrew from the dropdown box.

Select/verify reason and dates. Click the Post Session Withdrawal button (now enabled).

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SR Reference Guide The following table describes the fields on the Session Withdrawal page of the Term History component. Field Field Description Units Taken for Progress The system displays the student’s in-progress units for the specified session. Withdraw\Cancel Select whether to process a withdrawal or cancellation. Cancelled: Select to cancel all of the student’s class enrollments for the specified session. Posting a student's term cancellation request refunds 100% of her or his fees. Withdrew: Select to withdraw the student from all class enrollments for the specified session. Posting a student's term withdrawal request refunds her or his fees according to the adjustment calendar associated with the student's tuition group. Withdraw\Cancel Reason Select the withdrawal/cancel reason that Student Financials uses for adjustments. Withdraw\Cancel Date Enter the date that the Student Records Term Withdrawal process will use as the action date for the withdrawal or cancellation Last Date of Attendance The system by default sets the last date of attendance to the withdrawal/cancel date, but this value can be overridden. The Student Records Term Withdrawal process uses the last date of attendance to determine the deadlines, reasons, grading bases, and penalties for withdrawals from dynamic class date and open entry/exit enrollments. The process also uses this date for financial aid and refund calculation purposes. If user override the last date of attendance value, user must recalculate the student's tuition based on the new date user enter. Upon clicking the Post Session Withdrawal button, a link spelling “Success” or “Error” appears on the page.

Click this link to view the status of the withdrawal request. Term Cancellation or Withdrawal To process a term cancellation or withdrawal, click on the Term Withdrawal page in the Term History component. (This process will affect all sessions within the specified term, making the separate session process described above unnecessary).

Verify that the row containing the current term is displayed. Select Cancelled or Withdrew from the dropdown box.

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Select/verify reason and dates. Click the Post Term Withdrawal button (now enabled).

The following table describes the fields on the Term Withdrawal page of the Term History component. Field Academic Level – Term Start

Pro-Rata Eligible

Field Description The system displays the student’s academic level (Indication of student progress based on units completed, e.g. Upper Freshman, Lower Junior, etc.) at the start of the specified term. Select checkbox to enable pro-rata refunding (a refund to a student attending academic institution for the first time and withdrawing on or before the 60 percent point in time). The student will not be considered for such a refund if the checkbox is cleared. Most U.S. academic institutions won’t issue refunds after the 60 percent point in time.

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Field Withdraw\Cancel

Withdraw\Cancel Reason Withdraw\Cancel Date Last Date of Attendance

Override Withdrawal Schedule

SR Reference Guide Field Description Select whether to process a withdrawal or cancellation. Cancelled: Select to cancel all of the student’s class enrollments for the specified term. Posting a student's term cancellation request refunds 100% of her or his fees. Withdrew: Select to withdraw the student from all class enrollments for the specified term. Posting a student's term withdrawal request refunds her or his fees according to the adjustment calendar associated with the student's tuition group. Select the withdrawal/cancel reason that Student Financials uses for adjustments. Enter the date that the Student Records Term Withdrawal process will use as the action date for the withdrawal or cancellation The system by default sets the last date of attendance to the withdrawal/cancel date, but this value can be overridden. The Student Records Term Withdrawal process uses the last date of attendance to determine the deadlines, reasons, grading bases, and penalties for withdrawals from dynamic class date and open entry/exit enrollments. The process also uses this date for financial aid and refund calculation purposes. If user overrides the last date of attendance value, user must recalculate the student's tuition based on the new date user enters. Select the override withdrawal schedule value. These values are specifically for refund calculations and are defined by Student Financials

Upon clicking the Post Term Withdrawal button, a link spelling “Success” or “Error” appears on the page.

Click this link to view the status of the withdrawal request.

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Topic 2:

SF Non-Payment Term/Session Cancellations (Batch Process)

Note: This processes should be used when Student Financials provides Student Records with Request ID and cancellation type = Term or Session Cancellation. The Student Financials Cancellation (due to non-payment) process generates a cancellation request ID and type of cancellation (term/session or class cancellation). The SF Enrollment Cancellation process only selects students for cancellation. The actual Term/Session cancellation is completed in Student Records using the Term Withdrawal/Cancellation component. Once the term/session cancellation process is complete, the student is dropped from all classes, cancelled for the term/session and is no longer eligible to enroll for classes for that specific term/session. In order to allow re-enrollment, users must toggle the withdrawal field on student’s term/session record back to ‘blank’ in order for enrollment to be reactivated and student to use self service to re-enroll for classes. This process can be done for individual student and/or batch of students. The Term Withdrawal/Cancellation component can be found by navigating to: Records and Enrollment > Term Processing > Withdrawal and Cancellation > Term Withdrawal/Cancellation. The Term History component can be found by navigating to: Records and Enrollment > Student Term Information > Term History The Undo Enrollment Cancellation component can be found by navigating to: CUNY > Campus Solutions > CS Extensions > Mass Remove SF Cancellations

Step Summary 1. Navigate to the Term Withdrawal/Cancellation component. 2. Enter the value for From Term Withdrawal Request/To Term Withdrawal Request received from Student Financials (Bursar) office 3. Click the Run Button. 4. Validate the results. 5. To Undo Cancelled Enrollment for individual student: a. Navigate to Term History component b. Search for the student and update Withdrawal code and reason to blank. c. Click the Save button. 6. To Undo Cancelled Enrollment for multiple students a. Navigate to Undo Cancelled Enrollment component b. Enter the values for the run control parameters (Institution, Academic Career, and Term, session(optional)). c. Run the process.

Detailed Information Navigate to the Term Withdrawal/Cancellation component and establish a Run Control ID if it has not been created.

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SR Reference Guide Enter the Term Withdrawal Request number (received from Student Financials office – Bursar).

Click the Run button to process the request. Field From Term Withdrawal Request and To Term Withdrawal Request Term Withdrawal Run Status (link)

Field Description This refers to the Student Financials Cancellation request ID number received from the office of bursar. Click to access the Term Withdrawal Run Status page, where user can view the message log for a specific term withdrawal or cancellation request

Click the OK button on the Process Scheduler page to run the process. Select Process Monitor hyperlink and click Refresh button to monitor the Run Status until it is "Success".

Undo Cancelled Enrollment (Individual Student) Once this term/session cancellation process is complete, the student is dropped from all classes, cancelled for the term/session and thus no longer eligible to enroll for classes for that specific term/session. After the Term/Session Cancellation process is complete, the fields WITHDRAW_CODE and WITHDRAW_REASON on Term History (on the Term Withdrawal tab or Session Withdrawal tab) are populated with the values shown below:

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The following table describes the fields on the Term Withdrawal page of the Term History component. Field Academic Level – Term Start

Pro-Rata Eligible

Withdraw\Cancel

Withdraw\Cancel Reason Withdraw\Cancel Date Last Date of Attendance

Override Withdrawal Schedule

Field Description The system displays the student’s academic level (Indication of student progress based on units completed, e.g. Upper Freshman, Lower Junior, etc.) at the start of the specified term. Checkbox to enable for pro-rata refunding (a refund to a student attending academic institution for the first time and withdrawing on or before the 60 percent point in time). The student will not be considered for such a refund if the checkbox is cleared. Most U.S. academic institutions won’t issue refunds after the 60 percent point in time. Cancelled: Select to cancel all of the student’s class enrollments for the specified term. Posting a student's term cancellation request refunds 100% of her or his fees. Withdrew: Select to withdraw the student from all class enrollments for the specified term. Posting a student's term withdrawal request refunds her or his fees according to the adjustment calendar associated with the student's tuition group. Withdrawal/cancel reason that Student Financials uses for adjustments. Date that the Student Records Term Withdrawal process will use as the action date for the withdrawal or cancellation The system by default sets the last date of attendance to the withdrawal/cancel date, but this value can be overridden. The Student Records Term Withdrawal process uses the last date of attendance to determine the deadlines, reasons, grading bases, and penalties for withdrawals from dynamic class date and open entry/exit enrollments. The process also uses this date for financial aid and refund calculation purposes. If user overrides the last date of attendance value, user must recalculate the student's tuition based on the new date user enters. Select the override withdrawal schedule value. These values are specifically for refund calculations and are defined by Student Financials

In order to allow re-enrollment, a user must manually toggle the field back to ‘blank’ and click on the Save button in order for enrollment to be re-activated and student to use self service to re-enroll for classes.

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Undo Cancelled Enrollment (Batch Process) Navigate to Mass Remove SF Cancellations component and enter the parameters for the Mass Remove SF Cancellation process (Institution, Career, Term and optionally session) Note: This process must be run immediately after the SF/SR Term/Session Cancellation process.

Click the Run button to process the request. For further instruction on running a process or report see Appendix. Note: All de-registered/cancelled students processed by the SF Cancellation Process will be able to re-enroll immediately via self-service or administrative enrollment once this process runs successfully. View CU_E1031_LOG_DATE_TIME.TXT log file, once process has successfully run, to view the list of student for whom cancellation flag is reset (fields WITHDRAW_CODE and WITHDRAW_REASON are reset to blank for each of these students).

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Topic 3:

SF Non-Payment Class Cancellations (Batch Process)

Note: This processes should be used when Student Financials provides Student Records with Enrollment Request ID and cancellation type = Class Cancellation. The Student Financials Cancellation (due to non-payment) process generates a cancellation request ID and type of cancellation (term/session or class cancellation). The SF Enrollment Cancellation for non-payment process only selects students for cancellation. The actual Class Cancellation is completed in Student Records using the Mass Enrollment component. Once the mass enrollment process is complete, the student is dropped from all of their non-graded classes, and if all of the classes are dropped, is cancelled for the term/session and is no longer eligible to enroll for classes for that specific term/session. In order to allow re-enrollment, users must toggle the withdrawal field on student’s term/session record back to ‘blank’ in order for enrollment to be re-activated and student to use self service to re-enroll for classes. This process can be done for individual student and/or batch of students. The Mass Enrollment component can be found by navigating to: Records and Enrollment > Enroll Students > Mass Enrollment. The Undo Enrollment Cancellation component can be found by navigating to: CUNY > Campus Solutions > CS Extensions > Mass Remove SF Cancellations

Step Summary 1. Navigate to the Mass Enrollment component. 2. Enter the value for From Enrollment Request ID/To Enrollment Request ID received from Student Financials (Bursar) office for class-by-class cancellation 3. Click the Run Button. 4. Validate the results. 5. Navigate to Mass Remove SF Cancellation component 6. Enter the values for the run control parameters (Institution, Academic Career, and Term) 7. Run the process

Detailed Information Navigate to the Mass Cancellation component and establish a Run Control ID if it has not been created.

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SR Reference Guide Enter the Enrollment Request ID (received from Student Financials for Class Cancellation).

Click the Run button to process the request. Field From Enrollment Request ID and To Enrollment Request ID

Field Description This refers to the Student Financials Cancellation request ID number received from the office of bursar for class cancellation.

Click the OK button on the Process Scheduler page to run the process.

For further instruction on running a process or report see Appendix.

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Topic 4:

View Withdrawal/Cancellation Status

Details of the status of withdrawal or cancellation requests can be viewed in two ways: By clicking the “Success” or “Error” link that appears on the page after clicking the Post Term Withdrawal (or Post Session Withdrawal) button in the Term History component --or--. By using the Term Withdrawal Status component, as discussed in this topic. The Term Withdrawal Status component can be found by navigating to: Records and Enrollment > Term Processing > Withdrawal and Cancellation > Term Withdrawal Status.

Step Summary 1. Navigate to the Term Withdrawal Status component. 2. Search for the specific Term Withdrawal Request by student (ID), academic career, institution, and term. 3. Click the Search button and view the withdrawal status details.

Detailed Information A search for a specific withdrawal request displays the Term Withdrawal Run Status page.

The following table describes the fields on the Term Withdrawal Run Status component. Field Message Sequence Last Update Date/Time Message Text Explanation

Field Description Sequence number of the message(s) associated with this withdrawal request, beginning with 1 and increasing by increments of 1. Date and time of the most recent attempt to post this withdrawal request. A simple statement of the message regarding the status of this withdrawal request. A more detailed explanation of the message.

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Topic 5:

Update Failed Cancellation Requests (Batch Process)

When the process runs to cancel students’ enrollment due non-payment of tuition and fees, the process will fail for any student for whom one or more grades has been posted. While this is a rare scenario (since cancellation is nearly always performed before grading takes place), this error sometimes will occur, and will need to be addressed. This process involves several steps: • • • • • • •

Obtain the Term Withdrawal Request number of the failed cancellation. View the status of the request using the Term Withdrawal Run Status component and determine the number of the failed Enrollment Request that was generated as part of the cancellation attempt. Navigate to the Block Enroll Merge component to view the failed enrollment request. Retrieve the Block Enroll Details for the student and classes for which the cancellation failed. Verify that attempted grade change(s) and attempted class drop(s) for one or more class have failed. Initiate a new enrollment request to manually remove the student’s grade(s) for those classes where the Remove Grade action previously failed. Navigate to the Term Withdrawal/Cancellation component to successfully cancel the student’s term enrollment.

The Term Withdrawal Run Status component is found by navigating to Records and Enrollment > Term Processing > Withdrawal and Cancellation >Term Withdrawal Run Status. The Block Enroll Merge component is found by navigating to Records and Enrollment > Enroll Students > Block Enroll > Block Enroll Merge. The Enrollment Request component is found by navigating to Records and Enrollment > Enroll Students > Enrollment Request. The Term Withdrawal/Cancellation component is found by navigating to Records and Enrollment > Term Processing > Withdrawal and Cancellation >Term Withdrawal/Cancellation.

Step Summary 1. Obtain the Term Withdrawal Request number of the failed cancellation from the bursar. 2. Navigate to the Term Withdrawal Run Status component and search for the withdrawal request determined in Step 1. 3. Within the displayed error message, note the Enrollment Request number of the failed enrollment actions. 4. Navigate to the Block Enroll Merge component and search for the Enrollment Request number found in Step 3. 5. Verify that attempted grade change(s) and attempted class drop(s) for certain classes have failed. 6. Navigate to the Enrollment Request component and initiate a new Enrollment Request to remove the student’s grade(s) for those classes where the Remove Grade action previously failed. 7. Navigate to the Term Withdrawal Request component to successfully cancel the student’s term enrollment.

Detailed Information After navigating to the Term Withdrawal Run Status component, enter the request number(s) provided by the bursar. Click the Run button to run the process.

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The status page is displayed. Note the Enrollment Request number of the failed attempt to drop the student’s class enrollment.

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SR Reference Guide Navigate to the Block Enroll Merge component and search for the Enrollment Request identified in the previous step.

Click the Retrieve button to display the Block Enroll details.

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SR Reference Guide The details are displayed, showing that the system’s attempt to remove the student’s grade for a class and also to drop that class have both failed (status shows “Errors”). Click on the DETAIL link of the Remove Grade action.

Details of the attempted enrollment action are displayed on the Block Enrl Detail 1 page. The error message at the bottom of the screen explains that the Remove Grade action failed because the Units Taken field contains a value of “0.00” rather than an allowable value (between 3.0 and 99.0). This is the root of a failed cancellation request when a grade is present.

Note the class for which the Remove Grade action failed. Navigate to the Enrollment Request component. Add a new value for this student, academic career, institution and term.

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Manually submit the enrollment action Remove Grade for the class for which the action previously failed. The action will now succeed because the correct value (“3.00”) is in the Units Taken field.

A term cancellation can now be performed for this student(s).

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Navigate to the Term Withdrawal/Cancellation component and enter the Term Withdrawal Request number of the original request. Click the Run button to process the request.

Click the OK button on the Process Scheduler page.

Click the Term Withdrawal Run Status link.

The status of the term withdrawal now displays as “Success.”

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Topic 6:

Withdrawal/Cancellation/Drop Reasons Action

Reason Code : Description WGRD: All W Grades APPL: Appeal Granted MEDI: Medical

Term Withdrawal

MILT: Military Active Duty NPAY: Non-Payment of Fees RETR: Retroactive WGRD: All W Grades APPL: Appeal Granted MEDI: Medical

Term Cancel

MILT: Military Active Duty NPAY: Non-Payment of Fees RETR: Retroactive CNCL: Class Cancel MDCL: Medical MILI: Military Active Duty NOPY: No Pay

Class Drop

PERC: Prerequisite Drop RTRO: Retroactive STRQ: Student Request WITH: Withdrew from term

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Chapter 5 – Verification of Attendance Class Certification (verification) of Attendance (COA) rosters will be generated each term/session after the program adjustment period (first 20% of the term, i.e., the Form A cutoff (census date) for distribution to faculty. Faculty are required to indicate by the end of the fifth week of each semester, or at least 1/3 into the duration of any session within a semester or term either affirmatively that the student has attended or is otherwise active and participating in the course (e.g. by submitting assignments, attending a required study group, academic conference or tutorial) or negatively that the student has never attended any of the classes since the beginning of the term. When the College has established that the student never attended a class, the College must assign the administrative withdrawal of WN and inform the student. Beginning fall 2009, WN administrative withdrawals will have no impact on students’ grade point average. In CUNYfirst, an effective dated row will be added to the grade scheme. The College designated office updates the collected information into its student record system by the end of first 20% of the term/session. Note:

A date of attendance is neither requested nor recorded. Since CUNY is a non-attendance taking institution daily attendance records are not collected by the College Registrars.

Chapter Objectives Upon completion of this chapter, learners will be able to: • • •

setup verification of rosters verify attendance mass assign WN grade.

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Topic 1:

View/Update Verification of Attendance Rosters

Faculty will access the attendance verification rosters via self-service and the functionality to administer/update information in one or all attendance roster(s) is also available to the administrative user. The Administrative Verification of Attendance Rosters component can be found by navigating to: CUNY > Campus Solutions > CS Extensions > CUNY Attendance Roster.

Step Summary 1. 2. 3. 4. 5.

Navigate to the Verification of Attendance Rosters component. Search by entering values for institution, academic career and term (optionally class number or subject) Select the desired verification of attendance roster. tabulate the attendance on the roster and Save.

Detailed Information Enter or lookup values for Institution, Career, Term and Session, Academic Organization and/or Subject Area

Select the desired Academic Organization (department) or Subject Area from the search results.

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SR Reference Guide CUNY Attendance Roster Once selected, the component will navigate the user to the “CUNY Attendance Roster” page. Select the icon on the grid to navigate to the attendance verification roster for a specific class.

The following table describes the fields on the CUNY Attendance Roster page. Field Institution Career Term Session Acad Org (Academic Organization)

Field Description College for which the Verification of Enrollment Rosters needs to be setup. Academic Career (i.e.: Undergraduate, Graduate, Continuing Education) Academic Term for which rosters setup needs to be performed Academic Session within the selected term (i.e.: Regular, Winter) Academic Organization (department) Display all attendance roster for the selected department Only display rosters that have not been yet submitted.

Roster Detail tab Field

Field Description Click the icon to access attendance roster for specific class.

Class Data Instructor Enrolled Submitted

Course Number, Class Number and Short Description Assigned Instructor(s) for the Class Number of Enrolled Student for the Class Submissions status of the roster. Yes or No

Audit tab Field

Field Description

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SR Reference Guide Click the icon to access attendance roster for specific class. Class Data Updated Date/Time Updated By Name

Course Number, Class Number and Short Description Last Date and Time the roster was updated CUNY ID (Empl ID) of the faculty/staff who updated the roster Name of the faculty/staff who updated the roster

Administrative Verification of Attendance Roster (Single) All roster actions are available to the administrative user, e.g., choosing the ‘No, never attended’ radio button for a nonattending student, saving the roster, submitting the roster, etc. If the roster has been already submitted and it needs to be updated (i.e. attendance record for a student needs to be change from Yes, Attended to No, never attended or vice-versa), user will see a message stating that the roster has been already submitted and the radio buttons for “Has student attended class at least once?” column are not available for editing.

An additional action button is made available to the admin user – “Edit Roster”. When clicked, all disabled fields are made editable. Changes to the roster may then be made and submitted by clicking the Submit button.

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The following table describes the fields on the Verification of Attendance Roster page. Field Institution Career Term Class Data Instructor

Field Description College for which the Verification of Enrollment Rosters needs to be setup. Academic Career (i.e.: Undergraduate, Graduate, Continuing Education) Academic Term for which rosters setup needs to be performed Course Number, Class Number and Short Description Assigned Instructor(s) for the Class When selected all fields on the page become editable.

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Topic 2:

Certify Outstanding VOA Rosters (Batch Process)

Once the term/session deadline has passed for faculty to submit the attendance rosters to the Office of Registrar for processing, any and all outstanding not-submitted rosters can be created by this process. This is a requirement for record-keeping and audit purposes. Users can create all outstanding rosters with the default value of “Yes, attended” for all students on the rosters. The Create ALL VOA rosters page can be found by navigating to: CUNY > Campus Solutions > CS Extensions > Create ALL VOA Rosters.

Step Summary 1. 2. 3. 4. 5.

Navigate to the Create All VOA Rosters component. Select or enter a new Run Control ID for this process. Select the desired parameters on the Create All Verification of Attendance Rosters. Click the Run Button. Use the Report Manager or Process Monitor to view, save or print the report. Refer to the Appendix for more detailed information on Reporting processes. 6. Save.

Detailed Information The Add a New Value page On this page, enter the Run Control ID if it has not been created.

Click the Add button to set parameters for the Create All Verification of Attendance Rosters. Select career, term and session (if needed)

The following table describes the fields on the Create All Verification of Attendance Rosters page. Last Updated: October 30, 2013| Page: 535

Field Institution Career Term Session

SR Reference Guide Field Description Select the academic institution for which the roster are to be created Select the academic career for which the rosters are to be created. Select the term for which the rosters are to be created. Select the session (within a term) for which the rosters are to be created

Note: This process can only be run once the term/session deadline has passed for faculty to submit the VOA rosters.

Run process Click the Run button at the top of the page to Create All Verification of Attendance Rosters. For further instruction on running a process or report see Appendix

Verification: After the process has successfully run: Navigate to CUNY Attendance Roster page: CUNY > Campus Solutions > CS Extensions > CUNY Attendance Roster to verify that all VOA rosters have been created.

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Topic 3:

Assign WN Grade (Batch Process)

In order to process WN grades at any time during the attendance verification period, a run-control page has been developed. Selecting institution, career, and term will process all WN grades that have been written to the custom table. A Component Interface based on the Enrollment Request functionality will process and assign the WN as an official grade. Note: After the mass assign process has successfully run, a log file is produced which lists the CUNY IDs for the students that have been assigned a WN grade for selected term/session. The Mass Assign WN Grade component can be found by navigating to: CUNY > Campus Solutions > CS Extensions > Mass Assign WN Grades

Step Summary 1. 2. 3. 4.

Navigate to the Mass Assign WN Grades component. Select for or enter the Run Control ID for this process. Select the desired parameters on the Create All Verification of Attendance Rosters. Click the Run Button. Use the Report Manager or Process Monitor to view, save or print the report. Refer to the Reporting Appendix for more detailed information on Reporting processes. 5. Save.

Detailed Information The Add a New Value page On this page, enter the Run Control ID if it has not been created.

Click the Add button to set parameters for the Mass Assign WN Grades component.

The following table describes the fields on the Mass Assign WN Grades page.

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Field Institution Career Term

SR Reference Guide Field Description Select the academic institution for which the WN grades needs to be mass assigned Select the academic career for which the WN grades needs to be mass assigned Select the term for which the WN grades needs to be mass assigned.

Run process Click the Run button at the top of the page to Create All Verification of Attendance Rosters. Click the OK button to return to the Report Request Page. Note the Process Instance number. For further instruction on running a process or report see Appendix. After the process has successfully run, a log file is produced which lists the CUNY IDs (EmplID) for students that have been assigned a WN grade. To view the status of the report request and further details (if necessary): 1. Click the Process Monitor link (this enables us to see the status of any job in the queue and other processes that we have initiated). 2. Note the status of the requested report. If necessary, click the Refresh button to update the status. 3. Once the Run Status is ‘Success’ for the process, click the Details link to display system details pertaining to this running of a report. 4. On the Process Detail page, click “View Log/Trace” link to display further system details pertaining to this process. 5. On View Log/Trace page, under File List section click WN_GRADE_Assign [Process Instance Number].txt to see a list of students who have been assigned WN grade for selected term. Text file will open in a new browser window/tab.

Note: When a WN grade is amended, the WN Grade Reversal form must be submitted to the Office of the Registrar to complete the grade change process.

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Chapter 6 – Enrollment Verification There are a variety of circumstances in which a student may need to show verification that he or she is enrolled in a given term. This chapter provides instruction on processing enrollment verification requests for students, individually and in batch.

Chapter Objectives Upon completion of this chapter, learners will be able to: • •

Request and print an enrollment verification for a student Request and print enrollment verifications for multiple students in batch.

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Topic 1:

Create Enrollment Verification for Individual Student

Enrollment verification can be requested for a student using the Enrollment Verification component. The Enrollment Verification component can be found by navigating to Records and Enrollment > Enrollment Verification > Enrollment Verification.

Step Summary 1. 2. 3. 4. 5. 6. 7. 8.

Navigate to the Enrollment Verification component. Search for the student for whom enrollment verification is being requested Enter Academic Institution and term(s) for which enrollment verification is being requested. Enter addresses where the enrollment verification is to be sent on the Address page. Create any note(s) to accompany the enrollment verification on the Notes page. Click the Print button (or, if desired, save the request to be included in a batch). Access report in the Report Manager. Print the enrollment verification (report).

Detailed Information Search for the student for whom enrollment verification is being requested.

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SR Reference Guide Enter institution, term and other criteria for the request on the Enrollment Verification Req page.

The following table describes the fields on the Enrollment Verification Req page of the Enrollment Verification component. Field Sequence Number Status (not labeled) Request Date Academic Institution

Date to be Printed

Date Processed From Term

To Term Current Program

Field Description The number assigned to each request that has been entered for the student. The current status of the request, either On Request or Completed. The date on which the request was entered into the system. If entering a new request, the system defaults this date to today’s date. A specific college within CUNY, identified by an alphanumeric code. Enter the academic institution for which the student’s enrollment verification is being requested. The system defaults to today’s date the date this request is to be printed. If the request is to be printed on a future date through the batch enrollment verification process, select a new date. The enrollment verification process won’t print the request until the system date matches this date and the date range of batch request includes this date. If the request has already been processed, the system displays the date the processing occurred To report all terms for which the student has enrollment history, leave this field blank. To print an enrollment verification report for a single term, select the term. To print an enrollment verification report for a range of terms, select the beginning term in the range. The system defaults the value selected to the To Term field. This field value defaults from the From Term field value. To print an enrollment verification report for a range of terms, select the latest term in the range. Select to include the student’s current academic career, academic program, academic plan, and academic sub-plan in the printed report. The system selects this option for user by default. Note: To print the student’s current program, academic plan, and academic sub-plan, the Transcript Level field on the Academic Program page, Academic Plan Table page, and Academic Sub-Plan Table page (respectively) must be set to a value other than Not Print.

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Field Earned Degrees

Cum and Term GPA

User ID Location Code

SR Reference Guide Field Description Select to include the student’s earned degrees in the printed report. The enrollment verification process prints degrees in degree sequence number order and their associated degree plans in plan sequence number order. If user selects this option and the student has no earned degrees, the process excludes this section of information from the printed report. Select to include the student’s GPA by term and cumulative GPA by academic career on the printed report. Note: To print the student’s cumulative GPA by academic career on the request, user must also select the Current Program option. If the request has already been processed, then for tracking purposes, the system displays the user ID of the person who entered the request. The system requires that a campus location be associated with the request. Select a location.

Address page (manual) To manually enter a name and address to which the Enrollment Verification is to be sent, type the name directly into the Send to field, select a country and then click on the Edit Address link.

When the Edit Address link is selected, the Edit Address page appears:

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SR Reference Guide Enter address, click OK, and the address populates to the Address page. Address page (auto-populated with student address) When the Send to Requestor checkbox is selected, the student’s name populates to the Send To field, and the Address Type field appears.

Select “Billing,” “Home,” “Mailing” or “Permanent” and the Verify Address page appears. Upon verification, click the OK button, and the student’s address populates the Address page. Address page (auto-populated with external org address) When the Specify External Org ID checkbox is selected, the Org ID and Location fields are displayed.

Select an External Organization in the Org ID field, and a corresponding Location, and the address of that organization populates the Address page. The following table describes the fields on the Address page of the Enrollment Verification component. Field Send to Requestor Specify External Org ID Org ID

Location

Send to

Field Description Select to automatically populate the Send To field with the requestor’s name and the address fields with the requestor’s address. Select to be able to choose an existing external organization. The system makes available the Org ID and Location fields for this purpose. This field becomes available when the Specify External Org ID check box is selected. Select the organization to which user is sending the enrollment verification request. The field prompts against the Organization Table record. This field becomes available when the Specify External Org ID option is selected. Select the location code of the organization to which user is sending the enrollment verification request. When user tabs out of the field, the system automatically populates the address fields with the location address. Enter the name of the recipient to whom user is sending the enrollment verification report. If user selects either the Send to Requestor check box or the Specify External Org ID check box, then this value populates automatically according to selection; however, user can overwrite it. User can also enter multiple recipients

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Field Number of Copies Country

Address Edit Address (link)

SR Reference Guide Field Description Enter the number of enrollment verification reports that user wants to produce and send to this recipient and address. Select the country of the recipient’s address. When user tabs out of this field, click the Edit Address link, and the system displays the address format associated with that country. Enter all of the necessary address information in the address fields that appear. If user selects either the Send to Requestor check box or the Specify External Org ID check box, then these fields populate automatically according to user selection. When user processes and print the report, either through the Print button on the Enrollment Verification Req page or through the batch process, the address prints so that it appears properly through the window of a #10 envelope. The system displays the address to which this enrollment verification report will be sent. Click to modify the address to which the enrollment request will be sent (Country must be selected first).

Notes page Use the Notes page to compose any notes to accompany the enrollment verification reports.

Print report Return to the first page and click the Print button to request the system to generate an enrollment verification report for this student.

Click on the Report Manager link. The Administration tab is displayed. Allow time for processing, click the Refresh button, verify the report status is “Posted,” then click on the link showing the report name, “Enrollment Verification Report.”

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A new window opens, containing a pdf of the requested report.

The report can now be printed, by clicking the Print icon.

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Topic 2:

Create Enrollment Verification for Multiple Students (Batch Process)

Enrollment verification requests that have already been initiated in the system can be processed and printed in batch for multiple students using the Enrollment Verification Print component. The Enrollment Verification Print component is found by navigating to Records and Enrollment > Enrollment Verification > Enrollment Verification Print.

Step Summary 1. Navigate to the Enrollment Verification Print component 2. Enter the academic institution, date range and location code of the enrollment verification requests to be processed and printed. 3. Click the Run button to run the process. For more information about running processes and reports, see the Appendix.

Detailed information Enter the criteria for requests to be processed and printed on the Enrollment Verification Print page.

The following table describes the fields on the Enrollment Verification Print component. Field Academic Institution

Begin Date End Date

Field Description A specific college within CUNY, identified by an alphanumeric code. Enter or select the institution for which enrollment verification requests are to be processed. Select a range of dates to process only the request records entered into the system on or within these dates. By default, the system populates the End Date field with today’s date. If user wants to print the academic institution’s request records for all dates, leave these fields blank. Note: The process won’t print request records where the date to be printed value is set to a future date. It prints these records once the date to be printed is on or before the system date and falls within the date range of request for the batch process.

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Field Unprinted Requests Only

Location Code

SR Reference Guide Field Description Select if user wants the process to print only the request records that have a status of On Request, as displayed on the Request process page in the Enrollment Verification Req (request) component. The process excludes all previously printed enrollment verification reports. The system selects this check box by default. Note: If user clears this check box, the process reprints any request with a status of Completed. The new report contains all information as of the run date. The system requires that a campus location be associated with the request. Select a location.

Run the process Click the run button to process the enrollment verification requests. For more information about running processes and reports, see the Appendix.

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Chapter 7 – Post Enrollment Requirement Checking Enrollment requirement checking includes in-progress credits towards satisfying class pre-requisites. Since there is no grade for the class, the system assumes the student is still in progress and that he or she will successfully complete that class. This allows students to enroll in a course before they have actually received a grade in one or more of the required classes. In a typical scenario, a student may be actively enrolled in MATH 100 for Fall 2009. Towards the end of the Fall term, before Fall classes are completed and grades posted, the student enrolls for Spring 2010 and enrolls in MATH 120, which requires a grade of a least a “C” in MATH 100. Since the student is still enrolled in MATH 100 (the course is considered “in progress” since there is no grade posted for it yet), the system allows the student to enroll for MATH 120 successfully. Unfortunately, all students may not successfully complete their classes so users have to re-evaluate pre-requisites once a student is enrolled. This feature provides institutions with the ability to re-evaluate pre- and co-requisites after the student has enrolled and grades have been posted. At a high level, PERC enables: • The system to identify and store the result, or status of the requirement check at the time of enrollment (e.g., satisfied, not satisfied, contingent, overridden, permitted, enrollment page). • Users to re-run the current Enrollment Requirement Checking process on enrolled classes, both online for an individual class as well as in batch. • Users to view the results of the post-enrollment requirement check and take action on those results. • Users to identify and drop a student from classes as a result of post-enrollment requirement checking and notify that student via Communications. Following must be completed to set up post enrollment requirement checking: • Define Enrollment Requirements • Attach enrollment requirements to course offerings and/or class association records. • Enroll students. • If users plan to send communications for post enrollment requirement checking use the 3Cs process to create and generate the communication:

Chapter Objectives Upon completion of this chapter, learners will be able to:

• • •

Manage Enrollment Requirement for individual class Manage Enrollment Requirement compliance for multiple classes (in batch) Print Enrollment Requirement Roster (in batch)

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Topic 1:

Enrollment Requirement Roster

The Enrollment Requirement Roster allows user to run the Enrollment Requirement Checking process for an individual class. The Enrollment Requirement Roster component can be found by navigating to Curriculum Management > Enrollment Requirements >Post Enroll Req Checking > Enrollment Requirement Roster

Step Summary 1. Navigate to the Enrollment Requirement Roster component. 2. Search for an existing class by Academic Institution, term and/or Subject Area and Catalog Nbr and select the desired section. 3. View the roster by selecting appropriate filter values. 4. If needed, click the run button to process post enrollment requirement tracking 5. If needed, click the run button to drop student who have not satisfied the enrollment requirement post enrollment checking process. 6. Save.

Detailed information Enter the criteria to search for a specific Enrollment Requirement roster for a term.

Enrollment Requirement Roster (Summary) The Course Information and Enrollment Requirements group boxes can be collapsed and expanded. Click on class link to access the Class Detail page. View the enrollment requirements for the class as defined in Course Catalog and/or on Adjust Class Associations: Class Requisites page.

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Go To links The Go To links appear to Allow Post Enrollment Requirement Checking to be run from Enrollment Requirement Roster and Allow Drop Processing to be run from Enrollment Requirement Roster. Click the Go To links to acces the related group boxes further down the page.

Field Select Display Option

Field Description The Enrollment Requirement Roster is available in two views: • Summary View: Select the Summary View option to see the enrollment and post requirement status of students enrolled in the class. • Detail View: Select this option to see detailed information about how a student has or has not met the enrollment requirements for the class. The Detail view allows user to access the Audit and Information Links as found on the Summary view. Users can also view or set the Drop Request /Approved indicator.

Set Filter Options group box The Set Filter Options group box can be collapsed and expanded. Selections in this group box can be changed by selecting appropriate checkbox

Field Enrollment Status and Most Recent Requirement Status

Field Description Select the statuses that user wants to view in the Enrollment Requirement Roster student grid. Last Updated: October 30, 2013| Page: 550

Field Most Recent Requirement Status: Display students in non-compliance and Most Recent Requirement Status: Display other students

Filter

SR Reference Guide Field Description The count for each status is shown in parentheses next to the status. Although the Enrollment Status count includes all students, the Most Recent Requirement Status count is based on the number of students with the selected Enrollment Status: • For example, if user is viewing only Enrolled Students, the count shown for Most Recent Requirement Status includes only those students with an Enrollment Status of Enrolled. The statuses are: • Not Satisfied: The student has not met the enrollment requirement status for the class. • Conditionally Satisfied: The student has conditionally met the enrollment requirement using in-progress course work. After the course work is completed and grades are posted, post enrollment requirement checking should be run to determine if the student has satisfied the enrollment requirement. • Enrollment Component: The student was enrolled using the enrollment component, which does not check for enrollment requirements. • Permitted: The enrollment requirement for the class was satisfied through permission. o Note: If the process is run for students with this status, the permission is not considered as part of the post enrollment requirement checking process. The student is re-evaluated. • Overridden: The enrollment requirement for this class was satisfied by using an enrollment requirement override. o Note: If the process is run for students with this status, the override is not considered as part of the post enrollment requirement checking process. The student is re-evaluated. • Satisfied: The student has met the enrollment requirement for this class. • Unknown: No requirement status exists. This value typically appears when a requirement was added to the class after the student was enrolled or the student was enrolled in the class before post enrollment requirement processing was implemented. o Note: Students who enrolled in classes before the implementation of the Post Enrollment Requirement Checking feature will not have an enrollment requirement status and will appear as Unknown on the Enrollment Requirement Roster. Run Post Enrollment Requirement Checking for the roster to assign appropriate post enrollment requirement status. Click the filter button to refresh the Enrollment Requirement Roster student grid.

Enrollment Requirement Roster Student Grid : Requirement Data tab Select the Requirement Data tab and Click on the links under Enrollment Req Status or Post Enroll Req Status to see detailed information.

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Field Select

Field Description Select the statuses that user wants to view in the Enrollment Requirement Roster student grid.

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Field Process Status

Drop/Approved Indicator Enrollment Req Status (Enrollment Requirement Status) Post Enroll Req Status (Post Enrollment Requirement Status)

Status

SR Reference Guide Field Description The count for each status is shown in parentheses next to the status. Although the Enrollment Status count includes all students, the Most Recent Requirement Status count is based on the number of students with the selected Enrollment Status: • For example, if user is viewing only Enrolled Students, the count shown for Most Recent Requirement Status includes only those students with an Enrollment Status of Enrolled. The statuses are: • Not Satisfied: The student has not met the enrollment requirement status for the class. • Conditionally Satisfied: The student has conditionally met the enrollment requirement using in-progress course work. After the course work is completed and grades are posted, post enrollment requirement checking should be run to determine if the student has satisfied the enrollment requirement. • Enrollment Component: The student was enrolled using the enrollment component, which does not check for enrollment requirements. • Permitted: The enrollment requirement for the class was satisfied through permission. o Note: If the process is run for students with this status, the permission is not considered as part of the post enrollment requirement checking process. The student is re-evaluated. • Overridden: The enrollment requirement for this class was satisfied by using an enrollment requirement override. o Note: If the process is run for students with this status, the override is not considered as part of the post enrollment requirement checking process. The student is re-evaluated. • Satisfied: The student has met the enrollment requirement for this class. • Unknown: No requirement status exists. This value typically appears when a requirement was added to the class after the student was enrolled or the student was enrolled in the class before post enrollment requirement processing was implemented. o Note: Students who enrolled in classes before the implementation of the Post Enrollment Requirement Checking feature will not have an enrollment requirement status and will appear as Unknown on the Enrollment Requirement Roster. Run Post Enrollment Requirement Checking for the roster to assign appropriate post enrollment requirement status. Click the filter button to refresh the Enrollment Requirement Roster student grid. Displays the enrollment requirement status of a student at the point of registration. Click on the Enrollment Req Status link for a student to access the Enrollment Requirement Roster–Detail View with the enrollment requirement status information area expanded. The post enrollment requirement status appears after the post enrollment requirement status checking process has been run. The process can be run multiple times. The value shown is the most current post enrollment requirement status. Click on the Post Enroll Req Status link for a student to access the Enrollment Requirement Roster–Detail View with the post enrollment requirement status information area expanded. This column appears only if more than one enrollment status is selected within the Set Filter Options group box. When more than one status is selected, the student’s enrollment status appears in this field.

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Field Status Note

notify selected students

SR Reference Guide Field Description This column displays additional information such as a student’s wait list position, penalty grade, graded, previously waitlisted, withdrawn, and if the drop was initiated by PERC. For example, if a student is dropped through the Post Enrollment Requisite Checking process the status note reads PERC Drop. Note: When a class is dropped using the action reason code of PERC, the enrollment record is retained regardless of the Academic Calendar date for the drop delete deadline. Click the Notify Selected Students button to access the Send Notification page to send email notifications to selected students. If a notification failure occurs, the sender receives a message indicating the type of failure, for example, host unknown. If no email account exists for a selected student, then on the Enrollment Requirement Roster, a Process Status column appears with the message No Email Address next to the student.

Enrollment Requirement Roster Student Grid : Audit / Information tab Select the audit/Information Links tab

Field Tracking

Field Description Click this link to access the Tracking of Key Transactions & User Notes page and view post enrollment requirement checking transaction history

Course History

Click to access the My Course History page as viewed from Student Self Service. Access is based on user security.

Statistics

Click to access the Academics page as viewed from the Student Services Center

Run Post Enrollment Requirement Checking Click the run button to execute the Post Enrollment Requirement Checking process.

Field Set Drop Request Indicator for Students in Non-Compliance If process results in a status of Conditionally Satisfied and If process results in a status of Not Satisfied

Field Description Use the options here to specify the circumstances under which a drop request indicator should be set for a student in non-compliance as a result of running post enrollment requirement checking If the check box is selected, and post enrollment requirement checking results in a status of Conditionally Satisfied or Not Satisfied for a student, the process sets the drop request indicator for the student. If the check box is cleared, no indicator value is set.

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Process Drops for Non-Compliance Click the run button to execute the Drops for Non-Compliance process. Field For student listed above, process drops for selected students students where Drop Request Indicator is selected students with a post enrollment requirement status of

Override Action Date to

Field Description Use these options to specify the selection criteria for dropping students for noncompliance of enrollment requirements. The post enrollment requirement checking process must be run before user processes drops. Select this option to drop only the selected students in the student grid. Select this option to drop only students in the student grid for whom the indicator is set to Drop Request. Select this option for drops to be based on the post enrollment requirement status of the student. Select the Conditionally Satisfied check box to drop students in the student grid who have a post enrollment requirement status of Conditionally Satisfied. Select the Not Satisfied check box to drop students in the student grid who have a post enrollment requirement status of Not Satisfied. User can select one or both check boxes. Select this check box and enter the action date for the transaction(s). User must have the relevant enrollment security to access this check box.

Tracking Post Enrollment Requirement Checking Transaction History Access the Tracking of Key Transaction & User Notes page by clicking the Tracking link in the Audit / Information Links tab on the Enrollment Requirement Roster (Summary) page.

Use this page to view the post enrollment requirement checking transaction history for a student, including • When a student enrolled • When post enrollment checking was run for the student • When a drop request/approved indicator was set for the student • When an administrative drop was processed and • Communications generated through 3Cs using the PERC communication category. Users can also add PERC related notes for a student.

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Topic 2:

Post Enrollment Requirement Checking (Batch Process)

The PERC batch process allows enrollment requirement checking for multiple classes. The Run Post Enrollment Req component can be found by navigating to Curriculum Management> Enrollment Requirements>Post Enroll Req Checking>Run Post Enrollment Req

Step Summary 1. 2. 3. 4. 5. 6.

Navigate to the Run Post Enrollment Req component. Select or enter a new Run Control ID for this process. Enter values for Academic Institution and Term. Select Status criteria and Action. Click the Run button to schedule the process. Click Get/Refresh Last Request button to see the result once the process has successfully completed.

Detailed information Enter the criteria to search for a specific Enrollment Requirement roster for a term.

Enter the selection critera including Academic Institution, Term, Enrollmetn Status and Action for the process.

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Select students with the following status Note: Because post enrollment requirement checking cannot be run for dropped students, an enrollment status of Dropped is not available for selection on this page. Field Enrollment Status

Field Description Select the enrollment statuses for which user is running post enrollment requirement checking

Most Recent Requirement Status

Select the most requirement statuses for which user is running post enrollment requirement checking. Typically the process is run for students with a status of Not Satisfied and Conditionally Satisfied.

Action Select one or both check boxes to indicate the statuses for which the batch process should set the Drop Request Indicator for non-compliant students. If the check box is selected, and post enrollment requirement checking results in a status of Conditionally Satisfied or Not Satisfied for a student, the process sets the drop request indicator for the student. If the check box is cleared, no indicator value is set.

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SR Reference Guide Population Selection Select this check box to run post enrollment requirement checking using population selection. Population selection is a method for selecting the IDs and/or courses to process for a specific transaction. The Population Selection group box is a standard group box that appears on run control pages when the Population Selection process is available or required for the transaction. Note: If user selects the query using the catalog number, use wild cards to assist user with the query. For example, to search for all SOC 100 level courses, enter %1 or _1%. Query Name These predefined queries are delivered: • SSR_REQS_ACAD_GRP - Select student in a specific Academic Group • SSR_REQS_ACAD_ORG - - Select student in a specific Academic Organization (department) • SSR_REQS_CAMPUS- Select student in a specific Campus (at CUNY this is always Main) • SSR_REQS_CAREER - Select student in a specific Academic Career (Undergrad, Grad, or Law) • SSR_REQS_SESSION- Select student in a specific Academic Session (winter or Summer Session 2) • SSR_REQS_SUBJECT - Select student in a specific Academic Subject area (specific subject area like CHEM, PHYS, ANTH) • SSR_REQS_SUBJECT_CATNBR - Select student in a specific Academic Subject & Catalog number (all the classes for a specific course will be selected) • SSR_REQS_TERM - Select student in a specific Academic Term (all the sessions within a Term) Manual entry by class Note: User can use population selection and/or class select. By default, the Population Selection and Use Class Select check boxes are cleared. Field Use Class Select

Field Description Select this check box to run post enrollment requirement checking using class select.

Class Nbr (class number)

Enter the class number for each class that is to be included in post enrollment requirement checking. Note: To search for the catalog number using the look up prompt, use wild cards to assist user. For example, to search for Biology 100, enter %100% or _100.

Run the process Click the run button to execute the process. For more information about running processes and reports, see the Appendix Output Log file:

Transaction After the process has completed, select the Get/Refresh Last Request button to access information about the process that was just run. Information includes the Enrollment Request ID (from Block Enrollment), the Request Status, the time that the process ran, the total number of transactions, the number of transactions in error, and the number of transactions with messages. User can click on the Enrollment Request ID to go directly to the Block Enrollment component for this

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SR Reference Guide group of transactions. This is of more importance when user runs the drop process. The post enrollment requirement checking process just updates or assigns the students post enrollment requirement status.

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Topic 3:

Print Enrollment Requirement Rosters (Batch Process)

This topic discusses how to print enrollment requirement rosters in batch. The Print Enrollment Req Roster component can be found by navigating to Curriculum Management> Enrollment Requirements>Post Enroll Req Checking>Print Enrollment Req Roster

Step Summary 1. 2. 3. 4. 5.

Enter the Run Control ID value or select the tab "Add a New Value" and create a new Run Control ID Enter selection criteria for the process Select the "Run" button. Select the OK button Validate data after process finish by viewing the AE_SSR_REQS_RPT_XXXXXX.pdf file (where XXXXXX is the process number for the specified run.

Detailed information After navigating to the component, Click Add a New value to create a new run control ID. If one has already been created, use the find an Existing value tab to search.

Print Enrollment Requirement Rosters Page Enter values for Academic Institution and term and select report display and details options.

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Field Select Display Option

Field Description Select Summary View to display the enrollment and post requirement status of the students in the class. Select Detail View to display detailed information about how a student has or has not met the enrollment requirements for the class. Select Combined View, to display first the summary view, followed by the detail view for each class

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Field Sort Option

SR Reference Guide Field Description Select the sort option to be used to display students within each class. Note: The sort is always within a class, not across classes. • 1-Name: Sort students in a class by name order. • 2 - Enrollment Status, Name: Sort students in a class by their enrollment status and then in name order within enrollment status. • 3 - Enrollment Status, Status Group, Name: Sort students in a class by their enrollment status, then by their status group (non-compliant versus other students) within the enrollment status, and then by student name within the status group. o Note: Status Group is non-compliant students versus other students. • 4 - Enrollment Status, Status Group, Requirement Status, Name: Sort students in a class by their enrollment status, then by their status group (non-compliant versus other students) within the enrollment status, then by requirement status within each status group, and lastly by student name within each requirement status. • 5 - Status Group, Requirement Status, Name: Sort students in a class by their status group (non-compliant versus other students), then by their requirement status within their status group, and then by student name within each requirement status.

Population Selection Select this check box to run post enrollment requirement checking using population selection. Population selection is a method for selecting the IDs and/or courses to process for a specific transaction. The Population Selection group box is a standard group box that appears on run control pages when the Population Selection process is available or required for the transaction.

Note: If user selects the query using the catalog number, use wild cards to assist user with the query. For example, to search for all SOC 100 level courses, enter %1 or _1%. Query Name These predefined queries are delivered: • SSR_REQS_ACAD_GRP - Select student in a specific Academic Group • SSR_REQS_ACAD_ORG - - Select student in a specific Academic Organization (department) • SSR_REQS_CAMPUS- Select student in a specific Campus (at CUNY this is Main) • SSR_REQS_CAREER - Select student in a specific Academic Career (Undergrad, Grad, or Law) • SSR_REQS_SESSION- Select student in a specific Academic Session (winter or Summer Session 2) • SSR_REQS_SUBJECT - Select student in a specific Academic Subject area (specific subject area like CHEM, PHYS, ANTH) • SSR_REQS_SUBJECT_CATNBR - Select student in a specific Academic Subject & Catalog number (all the classes for a specific course will be selected) • SSR_REQS_TERM - Select student in a specific Academic Term (all the sessions within a Term) Manual entry by class Note: User can use population selection and/or class select. By default, the Population Selection and Use Class Select check boxes are cleared.

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Field Use Class Select Class Nbr class number

SR Reference Guide Field Description Select this check box to run post enrollment requirement checking using class select. Enter the class number for each class that is to be included in post enrollment requirement checking. Note: To search for the catalog number using the look up prompt, use wild cards to assist user. For example, to search for Biology 100, enter %100% or _100.

Run the process Click the run button to execute the process. For more information about running processes and reports, see the Appendix. Sample Output Log file:

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Topic 4: Process Drop Requests for Post Enrollment Requirement (Batch Process) This section discusses how to drop students in batch for non-compliance of enrollment requirements

Step Summary The Process Drop Request component can be found by navigating to Curriculum Management> Enrollment Requirements>Post Enroll Req Checking>Process Drop Requests To process drop requests: 1. Enter the Run Control ID value or select the tab "Add a New Value" and create a new Run Control ID 2. Enter selection criteria for the process 3. Select the "Run" button. 4. Select the OK button 5. Validate data after process finish by viewing the AE_SSR_REQS_RPT_XXXXXX.pdf file (where XXXXXX is the process number for a the specified run.

Detailed information After navigating to the component, Click Add a New value to create a new run control ID. If one has already been created, use the find an Existing value tab to search.

Process Drop Request for Post Enrollment Requirement Page: Enter values for Academic Institution and term and select report display and details options.

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Action Override Action Date to

Select this check box and enter the action date for the transaction(s). User must have the relevant enrollment security to access this check box.

Non-Compliance Selection The check box settings appear by default from the Student Records Installation setup pages but user can change the settings here. Note: Because there is no need to process drops for students who have already dropped the class, the Dropped enrollment status is not available here.

Field Enrollment Status

Field Description Select only the enrollment statuses that user wants included in the processing for non-compliance of enrollment requirements.

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Field Drops will only be processed for classes where Drop Review is set to Complete Process Drops for

SR Reference Guide Field Description If the Enrollment Requirement Rosters must be reviewed prior to batch processing of drops

Select the option for which user wants to process drops: either students for whom the Drop Request Indicator is selected or students with a non-compliant post enrollment requirement status. If user selects the status option, the Conditionally Satisfied and Not Satisfied check boxes become available and user can select one or both.

Population Selection Select this check box to run post enrollment requirement checking using population selection. Population selection is a method for selecting the IDs and/or courses to process for a specific transaction. The Population Selection group box is a standard group box that appears on run control pages when the Population Selection process is available or required for the transaction.

Note: If user selects the query using the catalog number, use wild cards to assist user with the query. For example, to search for all SOC 100 level courses, enter %1 or _1%. Query Name: • SSR_REQS_DR_ACAD_GRP - Select student in a specific Academic Group • SSR_REQS_DR_ACAD_ORG - - Select student in a specific Academic Organization (department) • SSR_REQS_DR_CAMPUS- Select student in a specific Campus (at CUNY this is Main) • SSR_REQS_DR_CAREER - Select student in a specific Academic Career (Undergrad, Grad, or Law) • SSR_REQS_DR_SESSION- Select student in a specific Academic Session (winter or Summer Session 2) • SSR_REQS_DR_SUBJECT - Select student in a specific Academic Subject area (specific subject area like CHEM, PHYS, ANTH) • SSR_REQS_DR_SUBJECT_CATNBR - Select student in a specific Academic Subject & Catalog number (all the classes for a specific course will be selected) • SSR_REQS_DR_TERM - Select student in a specific Academic Term (all the sessions within a Term) Manual entry by class Note: User can use population selection and/or class select. By default, the Population Selection and Use Class Select check boxes are cleared. Field Use Class Select

Field Description Select this check box to run post enrollment requirement checking using class select.

Class Nbr (class number)

Enter the class number for each class that is to be included in post enrollment requirement checking. Note: To search for the catalog number using the look up prompt, use wild cards to assist user. For example, to search for Biology 100, enter %100% or _100.

Run the process Click the run button to execute the process. For more information about running processes and reports, see the Appendix. Last Updated: October 30, 2013| Page: 566

SR Reference Guide Running the Batch Drop Process From the Process Scheduler Request page, user can select one of two options: • Generate and Process Drops (SRRQDROP): Full processing in which the drop transactions are generated and then the drops are processed. • Generate Drop Transactions (SSR_REQS_DRP): The drop transactions are generated but the drops are not processed—use this option if user wants to review the transactions in the Block Enroll component before processing drops. Transaction After the process has completed, select the Get/Refresh Last Request button to access information about the process that was just run. Information includes the Enrollment Request ID (from Block Enrollment), the Request Status, the time that the process ran, the total number of transactions, the number of transactions in error, and the number of transactions with messages. Click on the Enrollment Request ID to go directly to the Block Enrollment component for this group of transactions. User is taken to the Block Enroll Detail page. View the Status column for any transactions in error. Or, to view only errors, click on the Block Enroll Merge tab and under Filtering Criteria, set Detail Status to Errors, and click the Retrieve button. User is taken back to the Block Enroll Detail page—however only those transactions with errors appear. Click on the detail link for further information and decide if user wants to resolve any transaction issues.

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Topic 5:

Purge Post Enrollment Requirement (Batch Process)

This topic discusses how to purge post enrollment requirement data. The Purge Post Enrollment Requirement component can be found by navigating to Curriculum Management> Enrollment Requirements>Post Enroll Req Checking>Purge Post Enroll Req Data

Step Summary 1. 2. 3. 4. 5.

Enter Run Control ID value or select the tab "Add a New Value" and create a new Run Control ID Enter selection criteria for the process Select the "Run" button. Select the OK button Validate data after process finish by viewing the AE_SSR_REQS_RPT_XXXXXX.pdf file (where XXXXXX is the process number for a the specified run.

Detailed information After navigating to the component, Click Add a New value to create a new run control ID. If one has already been created, use the find an Existing value tab to search.

Purge Post Enrollment Requirement Data: Enter values for Academic Institution and term

Population Selection Select this check box to run post enrollment requirement checking using population selection. Population selection is a method for selecting the IDs and/or courses to process for a specific transaction. The Population Selection group box is a

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SR Reference Guide standard group box that appears on run control pages when the Population Selection process is available or required for the transaction.

Note: If user selects the query using the catalog number, use wild cards to assist user with the query. For example, to search for all SOC 100 level courses, enter %1 or _1%. Query Name These predefined queries are delivered: • SSR_REQS_DR_ACAD_GRP - Select student in a specific Academic Group • SSR_REQS_DR_ACAD_ORG - - Select student in a specific Academic Organization (department) • SSR_REQS_DR_CAMPUS- Select student in a specific Campus (at CUNY this is Main) • SSR_REQS_DR_CAREER - Select student in a specific Academic Career (Undergrad, Grad, or Law) • SSR_REQS_DR_SESSION- Select student in a specific Academic Session (winter or regular2) • SSR_REQS_DR_SUBJECT - Select student in a specific Academic Subject area (specific subject area like CHEM, PHYS, ANTH) • SSR_REQS_DR_SUBJECT_CATNBR - Select student in a specific Academic Subject & Catalog number (all the classes for a specific course will be selected) • SSR_REQS_DR_TERM - Select student in a specific Academic Term (all the sessions within a Term) Manual entry by class Note: User can use population selection and/or class select. By default, the Population Selection and Use Class Select check boxes are cleared. Field Use Class Select

Field Description Select this check box to run post enrollment requirement checking using class select.

Class Nbr class number

Enter the class number for each class that is to be included in post enrollment requirement checking. Note: To search for the catalog number using the look up prompt, use wild cards to assist user. For example, to search for Biology 100, enter %100% or _100.

Run the process Click the run button to execute the process. For more information about running processes and reports, see the Appendix. Note: Purging should be done with caution. If user purge post enrollment requirement data for previous terms, the affected records will be deleted from the following tables: • SSR_REQS_HEADR: holds the enrollment requirement status and post enrollment requirement status. • SSR_REQS_RSLTS: holds the requirement status of the requirement group line and requirement line level. • SSR_REQS_CRSEU: holds the course work that was used to identify the status of the requirement group line or requirement line. • SSR_REQS_COMM: holds the notes data. • SSR_REQS_ACTN: holds the drop request or approval action. • SSR_REQS_CLASS: holds the drop review flag.

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Unit VIII: Career & Program/Plan Stack This unit contains instruction for entering and maintaining student data including maintaining students’ Academic Programs and Plans, and tracking attendance.

Unit Objectives Upon completion of this course, learners will be able to: •

maintain a student’s Academic Programs and Plans, and Attributes

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Chapter 1 – Programs and Plans A student must be entered into both an Academic Program and an Academic Plan (and must be in an active status in their program and plan) before that student can be activated in a term and thereby become eligible for enrollment. An Academic Program is the degree program at a given CUNY institution (college) in which a student is participating, such as “Master of Arts,” “Master of Science,” or simply “Undergraduate.” If a student is not seeking a degree, the academic program can be “Non Degree Grad” or “Non Degree Undergrad.” Academic Plan refers to a student’s major (or minor) area of concentration within an academic program, such as “Physics BS,” “English MA” or “Music Theory Minor.” Note: A student is entered into an Academic Program and Plan at the time of admission. This chapter will discuss how the Student Program/Plan component is later used when a student’s program and/or plan needs to be updated, or when his or her program status needs to be changed.

Chapter Objectives Upon completion of this chapter, learners will be able to: • • •

perform program actions in a student’s program/plan understand how program actions affect the student’s program status update a student’s Academic Plan and/or Sub-plan.

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Topic 1:

View Program/Plan Stack

The details of a student’s academic program and plan can be viewed using the Student Program/Plan component. The Student Program/Plan component can be found by navigating to Records and Enrollment > Career and Program Information > Student Program/Plan

Step Summary 1. Navigate to the Student Program/Plan component. 2. Search for an existing record by student, academic career (a student can be engaged in more than one career— at the same time or at different times) and Student Career Number (a number designating a distinct academic program within a career). 3. View the student’s program details on the Student Program page. 4. View the student’s plan details on the Student Plan page. 5. View the student’s Sub-plan details on the Student Sub-plan page. 6. View additional student details on the Student Attributes and Student Degrees pages.

Detailed Information Search for a student by ID (or name), Academic Career and Student Career Number. In the search results, select the correct Student Career Number and academic career for the student whose program and plan information is to be viewed.

The following table describes the fields on the search page of the Student Program/Plan component. Field ID (Student ID) Academic Career Student Career Number

Field Description A system-generated number assigned to a student at the time his or her personal data was first entered in the system. The academic level of course work, such as graduate, undergraduate, professional, etc. A Student Career Number is a number designating each distinct Academic Program in which a student participates within a specific academic career at a specific academic institution (college). At the time of admission to an academic institution, a student is assigned the career number "0" for his or her initial Academic Program. Whenever that student begins participation in a new Academic Program at the same institution and within the same academic career, a new Student Career Number must be assigned (1, 2, 3, etc.)

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SR Reference Guide Student Program page With the correct Student Career Number and academic career of the student selected, the Student Program page of the Student Program/Plan component is displayed.

The following table describes the fields on the Student Program page of the Student Program/Plan component. Field Career Requirement Term (link)

Status

Effective Date (Required)

Effective Sequence

Program Action (Required) Action Date Action Reason

Joint Prog Approval (Joint Program Approval)

Academic Institution

Admit Term

Field Description Opens the Career Requirement Term page, allowing the Career Requirement Term applied to this student to be viewed or updated. The Career Requirement Term is the term during which the career requirements in effect for the designated career apply to this student. Program status: shows the student’s relationship to the program. The status must be “Active” or “Active in Program” before a student can be activated in a term. When a new program action is performed, and it is an action that changes the student’s program status, the new status will show after the new row of data is saved. The date on which the program action and the other field values on the row become effective. If a term has begun and user must update a student’s academic program so that a new academic program is the primary one, user must use an effective date that is prior to the maximum program effective date for that term. Determines the sequencing of changes to a student's program. The system increments this number whenever user enters new effective-dated changes to a student’s academic program data for a given academic career. A change to a student's academic program data. The date that the program action was executed. It can be different from the effective date. The system records and displays the action date for tracking purposes Indicates why a particular program action was taken or offers a further description of the program action. For example, user can record that a student withdrew from an academic program. The reason that user enters could be Medical Reasons or Change of Program. Select to track that a student is in a dual academic program. When user selects this check box the system activates the Dual Academic Program field, where user must enter the other academic program in which the student is active for this academic career. A specific college within CUNY, identified by an alphanumeric code. The system automatically populates the academic institution, which refers to the academic institution that owns the student's academic program. Determines the earliest term in which user can activate a student into a term for this academic career. The field value appears by default from the admissions process. Last Updated: October 30, 2013| Page: 573

Field Requirement Term

Expected Grad Term

Campus (Required) Acad Load (Academic Load) (Required)

SR Reference Guide Field Description The term during which the program requirements in effect for the designated academic program apply to this student. The field value appears by default from the admissions process. The term in which the student expects to graduate from the specified academic program, as calculated by the system. Expected graduation term is also used in financial aid need analysis. The value for Campus at all CUNY institutions is MAIN A student’s course load in a given term, based on enrollment units (e.g. Full-Time, Part-Time, etc.).

Admissions Group Field From Application Application Nbr (Number) Application Program Nbr (Number)

Field Description If the student’s information was transmitted through the Activate Applications matriculation process, the From Application check box will be selected and the system will display the admissions application number and program number.

Student Plan page View the student’s plan data on the Student Plan page.

The following table describes the fields on the Student Plan page of the Student Program/Plan component. Field Academic Plan Plan Sequence

Declare Date

Field Description A student’s major (or minor) area of concentration within an academic program. The sequence in which degree progress evaluates a student’s academic plans. The system increments the plan sequence number each time that an academic plan is added. This value can be modified. The date that the student declares the academic plan. Last Updated: October 30, 2013| Page: 574

Field Requirement Term Advisement Status Degree Degree Checkout Status Student Degree Nbr (Number)

Completion Term

SR Reference Guide Field Description Indicates the term in which academic advisement degree progress requirements apply to the student for this academic plan. This field not being used at this time. The degree associated with the selected academic plan. The system reflects the degree checkout status when the student graduates. The system displays this number sequentially once the graduation process is complete. This number also indicates the printing order if multiple degrees are conferred on the same date. The system prints degree information associated with the lowest number first. The term that the degree requirements were met. The system displays the completion term once graduation process is complete.

Student Sub-Plan page View the student’s sub-plan data on the Student Sub-Plan page.

The following table describes the fields on the Student Sub-Plan page of the Student Program/Plan component. Field Academic Sub-Plan Academic Sub-Plan Type

Declare Date Requirement Term

Field Description An area of concentration within a students' academic plan. When an academic sub-plan is selected, the system displays its corresponding type, as designated in the Sub-Plan table (e.g. “Concentration,” “Emphasis,” “Track,” etc. The date that the student declares the academic sub-plan. Indicates the term in which academic advisement degree progress requirements apply to the student for this academic sub-plan.

Student Attributes page (Currently not in use at CUNY) The Student Attributes page is used to assign student attributes to students or to view those attributes already assigned to the student. The following table describes the fields on the Student Attribute page of the Student Program/Plan component. Field

Field Description Last Updated: October 30, 2013| Page: 575

Field Student Attribute

Student Attribute Value

Primacy

SR Reference Guide Field Description Data value entered or selected here must first be defined on the Student Attribute Table. Enter or select an attribute to be used for cohort tracking and reporting purposes. An example might be “STCO” (Student Cohort). Data value entered or selected here must first be defined on the Student Attribute Table. Enter or select an attribute value to further define data to be used for cohort tracking and reporting purposes. An example might be “Fall 2011.” The system uses the number to determine the primary student attribute value it uses when user extracts data to report on cohorts.

Student Degrees page The Student Degrees page can be used (by a user with appropriate permissions) to update a student’s degree checkout status for one or more degree, to update and award degrees. For instruction on updating and awarding a student’s degree(s. For users with view-only access to this component, the system will display the degree checkout status for any degree for which the selected student has applied. The data fields and Update Degrees button will be unavailable.

The following table describes the fields on the Student Degrees page of the Student Program/Plan component. Field Degree Checkout Status Completion Term Degree Honors 1 Degree Honors 2 Update Degrees (button)

Field Description The system displays the status of the student’s degree application. The system reflects the term in which the student’s degree was completed. Enter or select any honor with which the degree was conferred. Enter or select any additional honor with which the degree was conferred. Unavailable in view-only mode.

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Topic 2:

Update Program/Plan Stack

A student may, for a variety of reasons, need to have a change made to his or her Academic Program. They may wish to change their plan, for example, from English to Philosophy. For this, a Program Action needs to be performed. Also, certain program actions may need to be performed that alter a student’s program status. For example, if a student has discontinued attendance for a term or takes a leave of absence, the program actions in those cases would change the student’s program status from “Active” to “Discontinued” or “Leave of Absence.” In either case, a subsequent program action (“Readmit” or “Return from Leave of Absence”) is required in order to return that student to “Active” status in that program. Note: A student’s program status must be “Active” before that student can be activated in a term for the purpose of enrollment The Student Program/Plan component can be found by navigating to Records and Enrollment > Career and Program Information > Student Program/Plan

Step Summary 1. Navigate to the Student Program/Plan component. 2. Search for an existing record by student, academic career (a student can be engaged in more than one career— at the same time or at different times) and Student Career Number (a number designating a distinct academic program within a career). 3. On the Student Program tab, add a new row. Note: All students who have been admitted or who were enrolled in previous terms will have at least one row of data already present. 4. In the new row, set the Effective Date of the new program action, (must be later than the effective date of the previous action). 5. Enter or select the appropriate value for the new action in the Program Action field. 6. Make all appropriate changes to any necessary fields on all tabs in the component. 7. Save.

Detailed Information Search for a student by ID (or name), Academic Career and Student Career Number.

The following table describes the fields on the search tab of the Student Program/Plan component. Field ID (CUNY ID)

Field Description A system-generated number assigned to a student at the time his or her personal data was first entered in the system. Last Updated: October 30, 2013| Page: 577

Field Academic Career Student Career Number

SR Reference Guide Field Description The academic level of course work, such as graduate, undergraduate, professional, etc. A Student Career Number is a number designating each distinct Academic Program in which a student participates within a specific academic career at a specific academic institution (college). At the time of admission to an academic institution, a student is assigned the career number "0" for his or her initial Academic Program. Whenever that student begins participation in a new Academic Program at the same institution and within the same academic career, a new Student Career Number must be assigned (1, 2, 3, etc.)

Add a new row As a result of the search, the Student Program/Plan component displays for the selected student/career/career number combination. The most recent row of the student’s program actions will display. To perform a program action, click the icon for adding a new row.

Note: When a new row is added, that new row becomes Row 1, and all previous rows are sequenced in reverse chronological order. For example, if there are eight rows, Row 8 would have the oldest effective date and Row 1 would have the most current effective date. The series of rows is referred to as the student’s “program stack.” The Effective Date of the new row defaults to the current date when it is first added. It can be changed, but it must be a date that is later than the previous row, never earlier.

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SR Reference Guide Use the Student Program tab to select the program action to be performed, the action reason, and to verify or update other data for this program action.

The following table describes the fields on the Student Program page of the Student Program/Plan component. Field Career Requirement Term (link)

Status

Effective Date (Required)

Effective Sequence

Program Action (Required)

Action Date Action Reason

Field Description Opens the Career Requirement Term page, allowing the Career Requirement Term applied to this student to be viewed or updated. The Career Requirement Term is the term during which the career requirements in effect for the designated career apply to this student. Program status: shows the student’s relationship to the program. The status must be “Active” or “Active in Program” before a student can be activated in a term. When a new program action is performed, and it is an action that changes the student’s program status, the new status will show after the new row of data is saved. The date on which the program action and the other field values on the row become effective. If a term has begun and user must update a student’s academic program so that a new academic program is the primary one, user must use an effective date that is prior to the maximum program effective date for that term. Determines the sequencing of changes to a student's program. The system increments this number whenever user enters new effective-dated changes to a student’s academic program data for a given academic career. A change to a student's academic program, such as “Leave of Absence,” “Readmit,” “Discontinue,” “Plan Change,” etc. See appendix for program actions and their explanations The date that the program action was executed. It can be different from the effective date. The system records and displays the action date for tracking purposes Indicates why a particular program action was taken or offers a further description of the program action. For example, user can record that a student withdrew from an academic program. The reason that user enters could be Medical Reasons or Change of Program.

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Field Joint Prog Approval (Joint Program Approval)

Academic Institution

Admit Term

Requirement Term

Expected Grad Term

Campus (Required) Acad Load (Academic Load) (Required)

Admissions Group Field From Application Application Nbr (Number) Application Program Nbr (Number)

SR Reference Guide Field Description Select to track that a student is in a dual academic program. When user selects this check box the system activates the Dual Academic Program field, where user must enter the other academic program in which the student is active for this academic career. A specific college within CUNY, identified by an alphanumeric code. The system automatically populates the academic institution, which refers to the academic institution that owns the student's academic program. Determines the earliest term in which user can activate a student into a term for this academic career. The field value appears by default from the admissions process. If performing a Quick Admit, enter the term for which the student is being admitted. The term during which the program requirements in effect for the designated academic program apply to this student. The field value appears by default from the admissions process. Select the term in which the student expects to graduate from the specified academic program. Expected graduation term is also used in financial aid need analysis. The value for Campus at all CUNY institutions is MAIN. Enter or select “MAIN.” A student’s course load in a given term, based on enrollment units (e.g. Full-Time, Part-Time, etc.). Select the academic load that the student will carry within the specified academic program.

Field Description If the student’s information was transmitted through the Activate Applications matriculation process, the From Application check box will be selected and the system will display the admissions application number and program number.

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Topic 4:

Create New Program/Plan

Whenever a student begins in a new academic program, a new, distinct Program/Plan must be created and attached to a new Career Number. When the student begins the new academic program through the Admissions process, a new Career Number is assigned as part of that process. There are cases, however, when a new Program/Plan needs to be created for a student who is not coming through the Admissions process. For example, if a student who has completed a program now wishes to enroll in classes on a nondegree basis, that student will not be coming through the admissions process. In such a case, a new Program/Plan must be established for that student and attached to a new Career Number. A student’s first Career Number is set at “0.” Each subsequent Program/Plan established for the student should be assigned a number in increments of 1, making the student’s subsequent career numbers 1, 2, 3 and so forth. The Student Program/Plan component can be found by navigating to Records and Enrollment > Career and Program Information >Student Program/Plan.

Step Summary 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12.

Navigate to the Student Program/Plan component. On the Find an Existing Value page, search by student ID (or name) and Academic Career only. Click the Search button and note the career numbers that have already been assigned to that student. Click on the Add a New Value page. Enter the student’s ID and the Academic Career in which the new Academic Program is to be established. Enter a new career number. For example, if “0” and “1” were found to have been already assigned to the student, enter “2.” Click the ADD button. A new program/plan record for this student appears, linked to the new career number. Enter or select the Program Action “ACTV” (Activate). Enter or select an Academic Program (e.g. “Non-Degree Undergrad”). Enter or select an Admit Term. On the Student Plan page, enter or select an Academic Plan (e.g. “Non-Degree”). Save.

Detailed Information After navigating to the Student Program/Plan component, search by student ID or name only.

In the search results, note the Career Numbers already assigned to the student. Click on the Add a New Value page. Select the Academic Career to which the program/plan will belong. Enter an NEW Career number (+1) from existing ones.

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Click the Add button. A new Program/Plan record for the student appears, attached to the newly created Career Number. Enter a program action, for example, “ACTV” (Activate), an Academic Program (e.g. “non-degree), Admit Term and Campus.

The following table describes the fields on the Student Program page of the Student Program/Plan component. Field Career Requirement Term (link)

Status

Field Description Opens the Career Requirement Term page, allowing the Career Requirement Term applied to this student to be viewed or updated. The Career Requirement Term is the term during which the career requirements in effect for the designated career apply to this student. Program status: shows the student’s relationship to the program. The status must be “Active” or “Active in Program” before a student can be activated in a term. When a new program action is performed, and it is an action that changes the student’s program status, the new status will show after the new row of data is saved.

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Field Effective Date (Required)

Effective Sequence

Program Action (Required) Action Date Action Reason

Joint Prog Approval (Joint Program Approval)

Academic Institution

Admit Term

Requirement Term

Expected Grad Term

Campus (Required) Acad Load (Academic Load) (Required)

Admissions Group Field From Application Application Nbr (Number) Application Program Nbr (Number)

SR Reference Guide Field Description The date on which the program action and the other field values on the row become effective. If a term has begun and user must update a student’s academic program so that a new academic program is the primary one, user must use an effective date that is prior to the maximum program effective date for that term. Determines the sequencing of changes to a student's program. The system increments this number whenever user enters new effective-dated changes to a student’s academic program data for a given academic career. A change to a student's academic program, such as “Leave of Absence,” “Readmit,” “Discontinue,” “Plan Change,” etc. The date that the program action was executed. It can be different from the effective date. The system records and displays the action date for tracking purposes Indicates why a particular program action was taken or offers a further description of the program action. For example, user can record that a student withdrew from an academic program. The reason that user enters could be Medical Reasons or Change of Program. Select to track that a student is in a dual academic program. When user selects this check box the system activates the Dual Academic Program field, where user must enter the other academic program in which the student is active for this academic career. A specific college within CUNY, identified by an alphanumeric code. The system automatically populates the academic institution, which refers to the academic institution that owns the student's academic program. Determines the earliest term in which user can activate a student into a term for this academic career. The field value appears by default from the admissions process. If performing a Quick Admit, enter the term for which the student is being admitted. The term during which the program requirements in effect for the designated academic program apply to this student. The field value appears by default from the admissions process. Select the term in which the student expects to graduate from the specified academic program. Expected graduation term is also used in financial aid need analysis. The value for Campus at all CUNY institutions is MAIN. Enter or select “MAIN.” A student’s course load in a given term, based on enrollment units (e.g. Full-Time, Part-Time, etc.). Select the academic load that the student will carry within the specified academic program.

Field Description If the student’s information was transmitted through the Activate Applications matriculation process, the From Application check box will be selected and the system will display the admissions application number and program number.

Click on the Student Plan page. Enter or select an Academic Plan (e.g. “Non-Degree”).

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The following table describes the fields on the Student Plan tab of the Student Program/Plan component. Field Academic Plan Plan Sequence

Declare Date

Requirement Term Advisement Status Degree Degree Checkout Status Student Degree Nbr (Number)

Completion Term

Field Description A student’s major (or minor) area of concentration within an academic program. The sequence in which degree progress evaluates a student’s academic plans. The system increments the plan sequence number each time that an academic plan is added. This value can be modified. The date that the student declares the academic plan. The system, by default, displays a date equal to the effective date of the latest program action with a status of Active in Program. User can override this value. Indicates the term in which academic advisement degree progress requirements apply to the student for this academic plan. This field not being used at this time. The system reflects the degree associated with the selected academic plan. The system reflects the degree checkout status when the student graduates. The system displays this number sequentially once the graduation process is complete. This number also indicates the printing order if multiple degrees are conferred on the same date. The system prints degree information associated with the lowest number first. The term that the degree requirements were met. The system displays the completion term once graduation process is complete.

Click the Save button.

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Topic 5:

Update Plans and Sub-plans

A student’s Academic Plan (and, if applicable, Sub-plan) is updated in the Student Program/Plan component. Academic Plan refers to a student’s major and/or minor within the student’s academic program, such as “Physics BS,” “English MA” or “Music Theory Minor.” A Sub-plan is an area of concentration within a plan. For example, a student may designate “Math BA” as a plan and “Math: Elementary Education” as a sub-plan. The Student Program/Plan component can be found by navigating to Records and Enrollment > Career and Program Information >Student Program/Plan

Step Summary 1. 2. 3. 4. 5. 6. 7. 8.

Navigate to the Student Program/Plan component. Search for an existing record by student, Academic Career and Student Career Number. On the Student Program page, add a new row. Effective Date defaults to current date change if necessary. Enter or select a program action of PLNC (Plan Change). On the Student Plan page, enter or select a new plan. If needed, on the Student Sub-plan page, enter or select a new Sub-plan. Save.

Detailed Information Search for a record by entering student ID (or name), Academic Career, and Student Career Number.

On the Student Program tab, add a new row.

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SR Reference Guide The new row appears, with today’s date as Effective Date, which may be changed. Enter or select the Program Action “PLNC” (Plan Change).

The following table describes the fields on the Student Program tab of the Student Program/Plan component. Field Career Requirement Term (link)

Status

Effective Date (Required)

Effective Sequence

Program Action (Required) Action Date Action Reason

Joint Prog Approval (Joint Program Approval)

Academic Institution

Field Description Opens the Career Requirement Term page, allowing the Career Requirement Term applied to this student to be viewed or updated. The Career Requirement Term is the term during which the career requirements in effect for the designated career apply to this student. Program status: shows the student’s relationship to the program. The status must be “Active” or “Active in Program” before a student can be activated in a term. When a new program action is performed, and it is an action that changes the student’s program status, the new status will show after the new row of data is saved. The date on which the program action and the other field values on the row become effective. If a term has begun and user must update a student’s academic program so that a new academic program is the primary one, user must use an effective date that is prior to the maximum program effective date for that term. Determines the sequencing of changes to a student's program. The system increments this number whenever user enters new effective-dated changes to a student’s academic program data for a given academic career. A change to a student's academic program, such as “Leave of Absence,” “Readmit,” “Discontinue,” “Plan Change,” etc. The date that the program action was executed. It can be different from the effective date. The system records and displays the action date for tracking purposes Indicates why a particular program action was taken or offers a further description of the program action. For example, user can record that a student withdrew from an academic program. The reason that user enters could be Medical Reasons or Change of Program. Select to track that a student is in a dual academic program. When user selects this check box the system activates the Dual Academic Program field, where user must enter the other academic program in which the student is active for this academic career. A specific college within CUNY, identified by an alphanumeric code. The system automatically populates the academic institution, which refers to the academic institution that owns the student's academic program.

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Field Admit Term

Requirement Term

Expected Grad Term

Campus (Required) Acad Load (Academic Load) (Required)

Admissions Group Field From Application Application Nbr (Number) Application Program Nbr (Number)

SR Reference Guide Field Description Determines the earliest term in which user can activate a student into a term for this academic career. The field value appears by default from the admissions process. If performing a Quick Admit, enter the term for which the student is being admitted. The term during which the program requirements in effect for the designated academic program apply to this student. The field value appears by default from the admissions process. Select the term in which the student expects to graduate from the specified academic program. Expected graduation term is also used in financial aid need analysis. The value for Campus at all CUNY institutions is MAIN. Enter or select “MAIN.” A student’s course load in a given term, based on enrollment units (e.g. Full-Time, Part-Time, etc.). Select the academic load that the student will carry within the specified academic program.

Field Description If the student’s information was transmitted through the Activate Applications matriculation process, the From Application check box will be selected and the system will display the admissions application number and program number.

Click on the Student Plan page. The new row is Row 1, the Academic Plan defaults from the earlier row. Enter or select the new plan.

The following table describes the fields on the Student Plan tab of the Student Program/Plan component. Field Academic Plan

Field Description A student’s major (or minor) area of concentration within an academic program.

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Field Plan Sequence

Declare Date

Requirement Term Advisement Status Degree Degree Checkout Status Student Degree Nbr (Number)

Completion Term

SR Reference Guide Field Description The sequence in which degree progress evaluates a student’s academic plans. The system increments the plan sequence number each time that an academic plan is added. This value can be modified. The date that the student declares the academic plan. The system, by default, displays a date equal to the effective date of the latest program action with a status of Active in Program. User can override this value. Indicates the term in which academic advisement degree progress requirements apply to the student for this academic plan. This field not being used at this time. Default value of Include should be retained. The system reflects the degree associated with the selected academic plan. The system reflects the degree checkout status when the student graduates. The system displays this number sequentially once the graduation process is complete. This number also indicates the printing order if multiple degrees are conferred on the same date. The system prints degree information associated with the lowest number first. The term that the degree requirements were met. The system displays the completion term once graduation process is complete.

With the new plan entered on the Student Plan page, the degree associated with that plan is now displayed. Also, the Declare Date and Requirement Term fields automatically update to the current date and term, but can be modified if necessary.

Click on the Student Sub-plan tab to enter a sub-plan. Click on the lookup tool to select from the Sub-plans that belong to the selected Academic Plan.

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The following table describes the fields on the Student Sub-Plan tab of the Student Program/Plan component. Field Academic Sub-Plan Academic Sub-Plan Type

Declare Date

Requirement Term

Field Description An area of concentration within a students' academic plan. When an academic sub-plan is selected, the system displays its corresponding type, as designated in the Sub-Plan table (e.g. “Concentration,” “Emphasis,” “Track,” etc.). The date that the student declares the academic sub-plan. The system, by default, displays a date equal to the effective date of the latest program action with a status of Active in Program. User can override this value. Indicates the term in which academic advisement degree progress requirements apply to the student for this academic sub-plan.

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Topic 6:

View a Student’s Career(s)

A summary of the program actions taken during a student’s academic career(s) can be viewed using the Student Career component. The Student Career component can be found by navigating to Records and Enrollment > Career and Program Information > Student Career.

Step Summary 1. 2. 3. 4.

Navigate to the Student Career component. Search for the student whose career data is to be viewed. Navigate among the rows of academic careers (if the student has more than one) or click the “View all” link. Within each academic career, navigate among the rows of Student Career Numbers (if the student has more than one) or click the “View all” .link.” 5. View the program data displayed within each Student Career Number, within each academic career for the selected student.

Detailed Information On the Student Career search page, search for the student whose career data is to be reviewed, by ID number or first or last name.

The Student Career page for that student displays. Navigate among the student’s academic careers (if more than one) or click the View All link. Navigate among the Student Career Numbers within an academic career, to view program data.

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Topic 7:

View/Update Expected Graduation Term for Individual Student

Expected Graduation Term is the term in which the student expects to graduate from the specified academic program. Expected graduation term is also used in financial aid need analysis. This topic will discuss how to update EGT for an individual student. Note: If the program action displays Discontinuation (DISC) or Completion of Program (COMP) user will not be able to update the Expected Graduation Term. The Student Program/Plan component can be found by navigating to Records and Enrollment > Career and Program Information >Student Program/Plan.

Step Summary 1. 2. 3. 4. 5. 6.

Navigate to the Student Program/Plan component. Search for the student for whom Expected Graduation Term needs to be updated. On the Student Program page, add a new row. Enter or select the program action “DATA” (Data Change). Update the value for Expected Grad Term. Save.

Detailed Information After navigating to the Student Program/Plan component, search for a record by student ID (or name), Academic Career, and Student Career Number.

On the Student Program page, add a new row.

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SR Reference Guide The new row is displayed. The Effective Date defaults as the current date but can be modified if necessary. Enter or select the program action “DATA” (Data Change). The newly created row is displayed and is now designated Row 1. Enter or select the desired Expected Grad Term Value

The following table describes the fields on the Student Program page of the Student Program/Plan component. Field Career Requirement Term (link)

Status

Effective Date (Required)

Effective Sequence

Program Action (Required)

Action Date Action Reason

Joint Prog Approval (Joint Program Approval)

Field Description Opens the Career Requirement Term page, allowing the Career Requirement Term applied to this student to be viewed or updated. The Career Requirement Term is the term during which the career requirements in effect for the designated career apply to this student. Program status: shows the student’s relationship to the program. The status must be “Active” or “Active in Program” before a student can be activated in a term. When a new program action is performed, and it is an action that changes the student’s program status, the new status will show after the new row of data is saved. The date on which the program action and the other field values on the row become effective. If a term has begun and user must update a student’s academic program so that a new academic program is the primary one, user must use an effective date that is prior to the maximum program effective date for that term. Determines the sequencing of changes to a student's program. The system increments this number whenever user enters new effective-dated changes to a student’s academic program data for a given academic career. A change to a student's academic program, such as “Leave of Absence,” “Readmit,” “Discontinue,” “Plan Change,” etc. See appendix for program actions and their explanations The date that the program action was executed. It can be different from the effective date. The system records and displays the action date for tracking purposes Indicates why a particular program action was taken or offers a further description of the program action. For example, user can record that a student withdrew from an academic program. The reason that user enters could be Medical Reasons or Change of Program. Select to track that a student is in a dual academic program. When user selects this check box the system activates the Dual Academic Program field, where user must enter the other academic program in which the student is active for this academic career.

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Field Academic Institution

Admit Term

Requirement Term

Expected Grad Term

Campus (Required) Acad Load (Academic Load) (Required)

SR Reference Guide Field Description A specific college within CUNY, identified by an alphanumeric code. The system automatically populates the academic institution, which refers to the academic institution that owns the student's academic program. Determines the earliest term in which user can activate a student into a term for this academic career. The field value appears by default from the admissions process. If performing a Quick Admit, enter the term for which the student is being admitted. The term during which the program requirements in effect for the designated academic program apply to this student. The field value appears by default from the admissions process. Select the term in which the student expects to graduate from the specified academic program. Expected graduation term is also used in financial aid need analysis. The value for Campus at all CUNY institutions is MAIN. Enter or select “MAIN.” A student’s course load in a given term, based on enrollment units (e.g. Full-Time, Part-Time, etc.). Select the academic load that the student will carry within the specified academic program.

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Topic 8: Update Expected Graduation Term for Multiple Students (Batch Process) Expected Graduation Term is the term in which the student expects to graduate from the specified academic program. Expected graduation term is also used in financial aid need analysis and for NSC data reporting. This topic will discuss how to update EGT for multiple students. The Populate EGT component can be found by navigating to CUNY > Campus Solutions > CS Extensions > Populate EGT

Step Summary 1. 2. 3. 4. 5. 6. 7.

Navigate to the Populate EGT component. Click Add a New value to create a new run control ID or search for one If it been has already been created Enter values for Institution, career, program (optional), and plan( optional) Click the Run icon Click OK Click on the Process Monitor Tab to check the status The Process List Tab should eventually show the status Success. a. If a process status of Error or Queued appears for a long time, view the error log. 8. Save.

Detailed Information Add a new value (or Find an Existing value) in the Populate EGT Posting component.

On the Populate Expected Graduation Term page, enter the parameters for the process..

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Field Academic Institution

Admit Career Academic Program Academic Plan

Field Description A specific college within CUNY, identified by an alphanumeric code. The system automatically populates the academic institution, which refers to the academic institution that owns the student's academic program. The academic level of course work, such as graduate, undergraduate, professional, etc. The degree program in which a student is active. Enter or a select an Academic A student’s major (or minor) area of concentration within an academic program.

At this point, continue to run the Populate EGT just as one would any other Campus Solutions Process Scheduler process. The following table describes the fields on the Populate Expected Graduation Term page of the Populate EGT component.

Once the process has successfully run, view CU_E866 log file (CSV) to view the result(s). Sample log file:

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Topic 9:

Program Actions

Purpose: When entering or updating a student’s program/plan stack in CUNYfirst, the Program Action field must be updated to reflect the status of the program/plan and the associated action taken. When certain program actions are performed, they cause a change in the student’s program status. It is important to understand what effect each program action will have on the student’s program status Navigation: Records and Enrollment > Career and Program Information > Student Program/Plan The following table displays the Program Actions, explanations of each, the effect that each action will have on the program status, and any additional steps that may be required. Action ACTV (Activate) ADRV (Admission Revocation) COMP (Completion of Program)

Updates Status: Activate Cancelled

Program Complete

DATA (Data Change) DEFR (Defer Enrollment)

No status effect. The last action's program status

DISC (Discontinuation)

Discontinued

DISM (Dismissal) LEAV (Leave of Absence)

Dismissed

MATR (Matriculation)

Active

PLNC (Plan Change) PRGC (Program Change)

No status effect No status effect

Leave of Absence

Explanation

Additional Steps

Module

A student is ready either to enroll in a term or to be evaluated for transfer credit. A person was admitted into an academic program, but it was later determined that the person did not qualify for admission. A student has completed the program.

None

AD SR AD

None

If the student is ready for graduation processing, complete the graduate process on the Student Degrees page. None.

Data relative to a student's program, plan, or career status was changed. A person has been admitted, and may be active for one admit term, but will actually enroll in a later admit term. This action lets user change the admit term for the applicant and record that they are deferring enrollment. A student discontinues attendance (‘stopouts’ and ‘no-shows’).

None

A student is dismissed from the academic institution. A student takes a leave of absence from his program.

A person has completed all necessary steps to become an active student in an academic program. Data relative to a student's plan or sub-plan was changed. Data relative to a student's program status was changed.

Manual: Post the withdrawal on the student Withdrawal page. Automated: DISC Program Action value is also posted as part of the M-608 (CEMLI) Process (automated process to post DISC program action based on certain criteria) Post the withdrawal on the student Withdrawal page. None. Currently NOT in use at CUNY Activate the student into the Academic Program. None. None.

SR

AD SR AD

AD SR

SR SR

AD

AD SR AD SR

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Action

SR Reference Guide Module

Updates Status: Active in Program

Explanation

Additional Steps

A person has applied to reenter a student career and academic program for which they already have a student record.

SR

REVK (Revoke Degree)

Active

RLOA (Return from Leave)

Active

Revoke a student's degree. The system automatically updates the student degree tables. Revoked degrees do not appear on the student transcript. A student returns from a leave of absence.

When user chooses this action, the Career Number field on the Admissions Application Maintenance page becomes editable. On the Application Maintenance page, user must select which student record should be populated with the readmit information if the student enrolls again. Additionally, if user enters this action, the admit type that user enters on the Application Data page must be associated with readmit processing. Activate the student.

Activate the student.

SR

SPND (Suspension)

Suspended

Currently NOT in use at CUNY None.

SR

RADM (Readmit)

TRAN (Transfer to Career)

WADM (Administrative Withdrawal)

Program Completed

Canceled

A student is suspended from the academic institution.

A student makes an inter-career transfer

A student is withdrawn for administrative reasons.

Currently NOT in use at CUNY Activate the student in the new academic career. Currently NOT in use at CUNY Post the withdrawal on the student Withdrawal page.

SR

SR

SR

Currently NOT in use at CUNY

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Chapter 2 – Auto Discontinue Students Auto Discontinue Students process automatically discontinues student’s program/plan stack, which is required in order for the Financial Aid calculations to be completed correctly and allows the students to be re-admitted (if needed). This process can also be manually execute individually for a student. Process discontinues selected students as per following selection criteria: • • •

Students with active program plan stack as of current date. Students not term activated for the terms as per the ”Away Terms” count in the run control page. The “Away Term” parameter will be used to count the number of terms backward with no term activation, starting from the term entered in the run control page. Term’s less than or equal to the term entered in the run control page should be considered for the selection criteria.

Process Flow Diagram

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Topic 1:

Discontinue Individual Student

A student may, for a variety of reasons, need to have a change made to his or her Academic Program. They may wish to change their plan, for example, from English to Philosophy. For this, a Program Action needs to be performed. Also, certain program actions may need to be performed that alter a student’s program status. For example, if a student has discontinued attendance for a term, the program actions in those cases would change the student’s program status from “Active” to “Discontinued”. Note: A subsequent program action RADM = “Readmit” is required in order to return that student to “Active” status in that program. A student’s program status must be “Active” before that student can be activated in a term for the purpose of enrollment. The Student Program/Plan component can be found by navigating to Records and Enrollment > Career and Program Information > Student Program/Plan

Step Summary 1. Navigate to the Student Program/Plan component. 2. Search for an existing record by student, academic career (a student can be engaged in more than one career— at the same time or at different times) and Student Career Number (a number designating a distinct academic program within a career). 3. On the Student Program tab, add a new row. Note: All students who have been admitted or who were enrolled in previous terms will have at least one row of data already present. 4. In the new row, set the Effective Date of the new program action, (must be later than the effective date of the previous action). 5. Enter or select the appropriate value for the new action in the Program Action field. 6. Make all appropriate changes to any necessary fields on all tabs in the component. 7. Save.

Detailed Information Search for a student by ID (or name), Academic Career and Student Career Number.

The following table describes the fields on the search tab of the Student Program/Plan component. Field ID (CUNY ID)

Field Description A system-generated number assigned to a student at the time his or her personal data was first entered in the system.

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Field Academic Career Student Career Number

SR Reference Guide Field Description The academic level of course work, such as graduate, undergraduate, professional, etc. A Student Career Number is a number designating each distinct Academic Program in which a student participates within a specific academic career at a specific academic institution (college). At the time of admission to an academic institution, a student is assigned the career number "0" for his or her initial Academic Program. Whenever that student begins participation in a new Academic Program at the same institution and within the same academic career, a new Student Career Number must be assigned (1, 2, 3, etc.)

Add a new row As a result of the search, the Student Program/Plan component displays for the selected student/career/career number combination. The most recent row of the student’s program actions will display. To perform a program action, click the icon for adding a new row.

Note: When a new row is added, that new row becomes Row 1, and all previous rows are sequenced in reverse chronological order. For example, if there are eight rows, Row 8 would have the oldest effective date and Row 1 would have the most current effective date. The series of rows is referred to as the student’s “program stack.” The Effective Date of the new row defaults to the current date when it is first added. It can be changed, but it must be a date that is later than the previous row, never earlier.

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SR Reference Guide Use the Student Program tab to select the program action to be performed, the action reason, and to verify or update other data for this program action. To discontinue student choose the Program Action of DISC with an appropriate Actions Reason.

The following table describes the fields on the Student Program page of the Student Program/Plan component. Field Career Requirement Term (link)

Status

Effective Date (Required)

Effective Sequence

Program Action (Required) Action Date Action Reason

Joint Prog Approval (Joint Program Approval)

Academic Institution

Admit Term

Requirement Term

Field Description Opens the Career Requirement Term page, allowing the Career Requirement Term applied to this student to be viewed or updated. The Career Requirement Term is the term during which the career requirements in effect for the designated career apply to this student. Program status: shows the student’s relationship to the program. The status must be “Active” or “Active in Program” before a student can be activated in a term. When a new program action is performed, and it is an action that changes the student’s program status, the new status will show after the new row of data is saved. The date on which the program action and the other field values on the row become effective. If a term has begun and user must update a student’s academic program so that a new academic program is the primary one, user must use an effective date that is prior to the maximum program effective date for that term. Determines the sequencing of changes to a student's program. The system increments this number whenever user enters new effective-dated changes to a student’s academic program data for a given academic career. A change to a student's academic program, such as “Leave of Absence,” “Readmit,” “Discontinue,” “Plan Change,” etc. The date that the program action was executed. It can be different from the effective date. The system records and displays the action date for tracking purposes Indicates why a particular program action was taken or offers a further description of the program action. For example, user can record that a student withdrew from an academic program. The reason that user enters could be Medical Reasons or Change of Program. Select to track that a student is in a dual academic program. When user selects this check box the system activates the Dual Academic Program field, where user must enter the other academic program in which the student is active for this academic career. A specific college within CUNY, identified by an alphanumeric code. The system automatically populates the academic institution, which refers to the academic institution that owns the student's academic program. Determines the earliest term in which user can activate a student into a term for this academic career. The field value appears by default from the admissions process. If performing a Quick Admit, enter the term for which the student is being admitted. The term during which the program requirements in effect for the designated academic program apply to this student. The field value appears by default from the admissions process. Last Updated: October 30, 2013| Page: 601

Field Expected Grad Term

Campus (Required) Acad Load (Academic Load) (Required)

Admissions Group Field From Application Application Nbr (Number) Application Program Nbr (Number)

SR Reference Guide Field Description Select the term in which the student expects to graduate from the specified academic program. Expected graduation term is also used in financial aid need analysis. The value for Campus at all CUNY institutions is MAIN. Enter or select “MAIN.” A student’s course load in a given term, based on enrollment units (e.g. Full-Time, Part-Time, etc.). Select the academic load that the student will carry within the specified academic program.

Field Description If the student’s information was transmitted through the Activate Applications matriculation process, the From Application check box will be selected and the system will display the admissions application number and program number.

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Topic 2:

Auto Discontinue Multiple Students (Batch Process)

Students who meet the criteria will be assigned a Program Action as “DISC” and Program Reason as “ENRA” with current effective date. Students with future program plan stack, means effective date is greater than current date will be reported on the process log with an error message. Students with future term activation (greater than the run control term for the same Institution and Career) will be bypassed and a count of number of students bypassed for future term activations will be reported in the Process Summary of the process log file. The Auto Discontinue Students component can be found by navigating to CUNY > Campus Solutions > CS Extensions > Auto Discontinue Students

Step Summary 1. 2. 3. 4. 5.

Enter the Run Control ID value or select the tab "Add a New Value" and create a new Run Control ID Enter the value in "Institution" , “Career”, “Term”, “Program”, “Plan” (optional), and “Away Terms” fields Select the "Run" button. Select the OK button Validate data after process finishes.

Detailed Information After navigating to the Auto Discontinue Students component, Click Add a New value to create a new run control ID.

On the Auto Discontinue Students page: enter the value in "Institution" , “Career”, “Term”, “Program”, “Plan” (optional), and “Away Terms = 2” fields and select the "Run" button.

On the Process Scheduler Request page: verify that checkbox is selected for Process Description = “Auto Discontinue Student” and select the OK button

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User should be transferred back to the Auto Discontinue Students page; process instance number appears under the Run button; which implies that process is scheduled to run:

For more information on running a process, see the Appendix. Once the process has successfully run, use the Report Manager to view the resultant log file.

Under File List section: select CU_M608 text file to view results and any errors that needs to be rectified.

View the CU_M608 log file to verify the results and correct errors for EmplID marked Error.

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Process Summary

If needed, navigate to Records and Enrollment > Career and Program Information > Student Program/Plan to verify process results and/or manually discontinue the program/plan stack for Career Number listed in the log file for students with an error message.

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Chapter 3 – Search/Match in CUNYfirst Chapter Objectives Use the CUNYfirst Search/Match feature to search through the database for students, applicants, and employees. The Search/Match component uses a number of search criteria to identify existing individuals in the database. The integrity of the database is maintained by taking measures to minimize duplicate or multiple records. Searches can be conducted using any amount of data values.

Note: The Search/Match process must be run before adding an individual to CUNYfirst.

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Topic 1:

Conduct Search/Match

Use the CUNYfirst Search/Match feature to search through the database for students, applicants, and employees. The Search/Match component uses a number of search criteria to identify existing individuals in the database. The integrity of the database is maintained by taking measures to minimize duplicate or multiple records. Searches can be conducted using any amount of data values The Search/Match page can be found by navigating to: Campus Community > Personal Information > Search/Match

Step Summary 1. Navigate to the Search/Match component 2. Select Person for the Search Type. a. Note: “Person” is the correct Search Type to select for a student. The value “Applicant” will only be used by Human Resources, as it refers to an employee applying to CUNY. 3. Select the Search Parameter for Admissions: PSCS_ADMISSIONS. 4. Click Search to access the Search Criteria Page. 5. Select the Search Results Parameter for Admissions: PSCS_ADM_RESULTS 6. Enter desired Search Criteria in select Search Fields. a. Note that you must tab out of the last field you enter in order to access the Search button. Click Search to access results of a match or potential match. 7. If a potential match is not found, a message will appear with this information. The new applicant can be added to CUNYfirst. If a potential match is found, note that the Search Results grid might include the same ID multiple times. If the name field is included in the search result code selected, the search returns rows for each name type and effective date that match the search criteria entered. 8. Click the Results Tabs, Additional Information Tab, and Detail link for more information about a particular search/match result.

Detailed Information When the Search button is clicked, CUNYfirst searches only for the data specified. It filters the search orders defined for the Search Parameter selected on the Search/Match page. For example, if Search/Match finds at least one potential matching ID at search order number 10, it will stop the search and display the results obtained at search order number 10. (An example of search order might be: First, Last, Birthday, ID). If no potential matching IDs are found, the search continues to the next search order number. The Selective Search button will allow searches for a specific order number. Always begin by conducting a Search/Match to determine if a record already exists for an applicant before creating anything new. An individual might already exist in CUNYfirst as an applicant, student, alumni, employee, instructor (or some combination of any/all). To avoid duplicate records, Search/Match must always be used prior to adding any new individuals to the database. For this reason, Search/Match is a very important step in maintaining the integrity of the CUNYfirst database. If duplicate records are found, further identification is needed to determine if the duplicate records need to be deleted or if a new record should be created. It is advantageous to enter as much information as possible into the Search Criteria page. Search/Match will use all the possible search orders to find a match in the database. Use the MMDDYYYY format for the Date of Birth. Most searches use the First Name and Last Name fields. Note: Do not search using only the First Name. When uncertain of the correct spelling, enter a partial value. For example, enter only the first few letters of the name. Enter the Social Security Number without hyphens in the National ID field.

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Carry ID If the record exists, select the ID to automatically carry the ID forward to the following CUNYfirst pages in order to review or update the record. When the Carry ID button is selected, the Empl ID is carried over to the next search page accessed. If the record does not exist, the person does not currently exist in CUNYfirst. The Search/Match page The Search/Match search page is different from a standard search page in CUNYfirst. Search/Match permits definition of search parameters that administrators can use to identify potential duplicate IDs. The Search Type should be set to: Person. There will be more than one Search Parameter listed in the system, each for different purposes. For instance, setting the search parameter to: “CS_Admissions”, brings up standard search fields such as First Name, Last Name, DOB, and ID types.

The following table describes the fields on the Search/Match page of the Application Entry component: Field Search Type

Search Parameter

Description CUNYfirst is configured to use the Person search type for admissions applicants. The set of search parameter fields selected become the Search Result Rule on the next page. If desired, further specify: • Begins With: - The value must begin with this data. When selecting this value, the Start Position field begins with a default value of 1, which cannot be modified. The Number of Characters fields are available to define. •

Contains: - The value must contain this data and can be preceded or followed by other data. The Start Position and Number of Characters fields follow the same rules as above.

•

Ad Hoc Search Description

Equals: The value must be exactly equal to this data. This functionality will not be used in Admissions until Wave 3. CUNYfirst allows search by descriptive words. If searching using this field, the best practice is to enter uniquely descriptive words or phrases.

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SR Reference Guide The Search Criteria page - Search Criteria area The Search Criteria section will display each of the fields associated with the parameters selected on the Search Criteria page. To enable the Search button at the top of the page, enter the first few letters of the First and Last name, DOB or National ID and tab out of the field. Selective Search buttons become available when Tab is used to exit a field.

The following table describes the fields on the Search Criteria page of the Application Entry component: General top Search Criteria area Field Search Result Code User Default Search Clear All Carry ID Reset

Search Fields

Description This code dictates the criteria for displaying the results of this search. Use this tool to set up code as default item. The Search button will only become available when data is entered into a search field and the user TABS out of the field. This button will clear all data from search fields. Click the Carry ID Reset button at the top of the page if the wrong person has been selected. This will prevent that particular ID from being carried forward into subsequent pages. Enter data into desired field to conduct search match.

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SR Reference Guide Search by Order Number area CUNYfirst searches only for the data specified. It filters the search orders that are defined for the Search Parameter selected on the Search/Match page. For example, if Search/Match finds at least one potential matching ID at search order number 10 (example: search order 10 searches by First, Last, Birthday, and ID), it will stop the search and display the results obtained at search order number 10. If no potential matching IDs are found, the search continues to the next search order number, (example: search order 20 searches by SSN only). To search using a narrow Search Order number, use the Selective Search button for that order number. The search orders are listed below. They are also listed at the bottom of the Search Criteria page.

These Selective Search buttons search by the following information: Field Search Order 10 Search Order 20 Search Order 30 Search Order 40 Search Order 50

Description Name, DOB, External Sys Num, and SSN. SSN Only. External ID Num Only. Name, and DOB. Name Only.

The following table describes the fields on the Search Criteria page of the Application Entry component: Field Search Result Code Carry ID Reset

Description This code dictates the criteria for displaying the results of this search. Click the Carry ID Reset button at the top of the page if the wrong person has been selected to prevent their ID information from being carried forward into subsequent pages.

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SR Reference Guide The Search Results page The Search Results page will retrieve all potential matches. In the image below, the Search has retrieved 45 ID’s under “Name Only”. CUNYfirst will look for a match in the first three letters of the first name and the first five of the last name. The search result code contains all of the information regarding how to display the IDs retrieved by Search/Match. It also contains data that will help determine whether an ID already exists for the designated person.

The Search Results page displays the search results, details of records returned in the search, and offers the click Carry ID option. This instructs the system to carry the ID forward through different pages. The Number of ID's found field displays the number of IDs that met the search criteria. This number may be smaller than the number of rows returned in the Search Results grid because the grid might include the same ID multiple times. If the name field is included in the search result code selected, he search returns rows for each name type and effective date that match the search criteria entered. For instance, one row could show an individual’s primary name and another row could show their preferred name, but both are the same individual with the same ID. If the National ID field is included in the search result code, the search returns rows for each national ID entered for the record matching the search criteria. The Search Order Number field indicates the search order number at which results were found and indicates how precise the search was—the lower the number, the more restrictive the search and the greater the chance of having found Last Updated: October 30, 2013| Page: 611

SR Reference Guide duplicate IDs. This number can be used as an indicator of how close the returned IDs match the criteria entered. After viewing the personal information, navigate back to the original browser window where the Search Results page is displayed. The following table describes the fields on the Search/Results page of the Application Entry component: The Results tab Field Number of ID's Found

Search Order Number

Detail link

Description Displays the number of IDs that met the search criteria. This number may be smaller than the number of rows returned in the Search Results grid because the grid might include the same ID multiple times. If the name field is included in the search result code selected, the search returns rows for each name type and effective date that match the search criteria entered. If the National ID field is included in the search result code, the search returns rows for each national ID entered for the record matching the search criteria. Indicates the search order number at which results were found. Also indicates the precision of the search – the lower the number, the more restrictive the search and the greater chance of having found duplicate IDs. The Detail link appears if the selected search result code was configured to provide the user with a link to a page for more information about an ID.

The Additional Information tab Field Person Organizational Summary link

Relations With Institution link

Description Click the Person Organizational Summary link to access the Person Organizational Summary page and review the status of this person's record. Click the Relations With Institution link to access the Campus Solutions Relations With Institution Detail page to determine the type of relations that the individual has with the institution and verify search result accuracy. Note that the Relations With Institution link appears only if Student Administration or Contributor Relations is selected on the Installation Table (INSTALLATION_TB1) page.

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Chapter 4 – Permit-In / Non-Degree Students The process of admitting Non-Degree applicants does not involve UAPC processing and can be processed directly in CUNYfirst by using the Quick Admit and Program/Plan functionality. For students who do not already possess an EMPL ID in CUNYfirst, Quick Admit functionality can be used to create a record without creating an application. Quick Admit enables campuses to rapidly add a new student’s personal data record to CUNYfirst and to activate that student into an academic career, an academic program, and a specific term. Applicants admitted via the Quick Admit functionality do not have applications created in CUNYfirst, but will have a student record with a program/plan stack. After saving the student’s biographical data and activating the student into the term, the student is eligible for class enrollment. The Quick Enroll a Student component is available to enroll students into the term. CUNYfirst carries forward the key information (ID, academic institution, academic career, and term) and automatically opens the Quick Enroll a Student component for the given student. For Non-Degree students who already possess an EMPL ID, the Program/Plan stack instruction should be followed. Students may have an EMPL ID because they have been enrolled at a CUNYfirst institution or because they are employees in any CUNY institution. In such cases, we are simply adding a new layer of academic program information to the existing student record.

Chapter Objectives Upon completion of this chapter, learners will be able to: • Use Quick Admit to admit Non-Degree students (without EMPL ID) • Use the Program/Plan stack to admit Non-Degree students (with EMPL ID)

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Topic 1:

Non-Degree Students without Empl ID

This process should be used only for students who do not already have an EMPL ID, either as a student or a CUNY employee. Please refer to the next topic for instruction on admitting Non-Degree students who already possess an EMPL ID. The Quick Admit page can be found by navigating to: Records and Enrollment > Enroll Students > Quick Admit

Step Summary To Quick Admit a Student: 1. Perform the Search/Match process to determine if a record (and EMPL ID) already exists. Please refer to the Search/Match chapter for detailed instruction on the Search/Match process. a. If there is no record, continue with these instructions. b. If there is a record, follow the instructions in Program/Plan stack. 2. Navigate to the Quick Admit component: Records and Enrollment > Enroll Students > Quick Admit. 3. Retain the default ID “NEW”. Select the Institution. 4. Select UGRD for Undergraduate career or GRAD for Graduate Career. 5. Enter the Term. 6. Click the Add button. 7. On the Biographical Details Page, enter all of the appropriate Personal Information. 8. On the Regional Page, enter Ethnicity details. 9. On the Program/Plan Page, select the appropriate value for Academic Program-Primary: a.

NDEG (Non-Degree value at Community Colleges) for UGRD career. or

b.

NDEGU (Non-Degree value at Senior Colleges) for UGRD career or

c.

NDEGG (Non-Degree value for Senior/Grad programs) for GRAD career.

10. On the Program/Plan Page, enter: a.

PERMIT – UG plan (undergraduate) or

b.

PERMIT – GR plan (graduate) for the Academic Plan.

11. Click the Residency link. On the Residency Official page, enter the Admit Term (Effective Term), Residency, and the current date for Residency date. 12. Click the OK icon. 13. Click Save. Once the record is saved, the student is assigned an Empl ID and activated. However, there are two more important steps to complete this process. 14. Update Status with an MATR row: a. Upon saving, Quick Admit has automatically matriculated the student record. However, a new row must be added with the Program Action of MATR to facilitate student’s claiming of accounts. b. Navigate to the Program/Plan stack in Records and Enrollment. c.

Click the Add a New Row icon.

d. Select the MATR Program Action. This value will enable IMS to recognize the student and allow the account to be activated. e. Click Save. 15. Placing E-Permit students in the appropriate Student Group is essential for subsequent processes, including tuition calculation and enrollment, to run effectively: Last Updated: October 30, 2013| Page: 614

SR Reference Guide a. E-Permit student groups are coded as follows: “PIxx”. The “PI” refers to “permit in” and the “xx” refers to the 2 digit code from legacy for each college. Ex: PI02 = Permit in from Baruch College. b. Enter Student Group Start Date. For Student Financials billing to run effectively, this Student Group must be active by the first day of classes for a particular term. The status must be set to ACTIVE. c.

Add a new row to enter Student Group End Date. The future effective date must expire on or after the last day of finals. The status must be set to INACTIVE.

d. Click Save. e. NOTE: Permit-Out students will be served by the Registrar’s Office, but for informational purposes Admissions should know that they are coded with a Permit-Out student group. 16. Please refer to the Student Records Reference Guide for detailed instruction in the following next-steps for EPermit Students including: a.

Setting Enrollment Limits

b.

Setting the Enrollment Appointment

Once this process is complete, students are eligible to enroll through the Quick Enroll process. CUNY campus policies may require additional steps (immunization, testing) prior to enrollment.

Detailed Information The Quick Admit a Student page

The following table describes the fields on the Quick Admit a Student page of the Quick Admit a Student component: Field

Description

ID

In add mode, CUNYfirst defaults the student’s ID to New. Retain this value. This default value will allow CUNYfirst to assign the ID.

Academic Institution

Enter the appropriate academic institution.

Academic Career

Enter the appropriate academic career. CUNYfirst will display academic programs based on the selected academic career.

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Description

Term

Enter the appropriate term. After entering the required data for a student and clicking the Save button, CUNYfirst activates the student into the specified term. This functionality works for both new and continuing students. To use the Quick Admit feature for a specific term, the academic term calendar for the academic programs within that term must have been defined.

Add

Click to open component with specified key values.

The Biographical Details page Use this page to enter and update the known biographical and demographic data for an applicant.

The following table describes the fields on the Biographical Details page of the Quick Admit a Student component: Last Updated: October 30, 2013| Page: 616

SR Reference Guide Person Information group Field

Description

Effective Date

Enter an effective date for the application to this academic program if different from the default date. If entering the application after the start date of the admit term, back-date the effective date to a date prior to the start date of the admit term in order to term activate the student once they are matriculated. Enter the person’s Prefix, First Name, Last Name, Middle Name, Suffix and Date of Birth. NOTE: When recording the first and last name for this field, use a mixed case (e.g. Jane doe or john Smith). NOTE: Only enter data on the Birth Information link for International students.

Person Information

Effective Date

Refers to the effective date of this row of information. I.e.: the Marital Status and Gender.

Biographical History group Field Effective Date

Description

Marital Status/As of

Select a value for marital status.

Gender

Select a value for Gender.

Enter an effective date for this information if different from default date.

National ID group Field National ID

Description CUNY is using this field for the Social Security number. If an incorrect SSN is entered, the row should be deleted before attempting to rewrite and save.

Contact Information group Field Address Type

Description

Effective Date Status

Refers to the effective date of this row of information.

Country

Indicates Country of Residence

Address

Links to additional page for address detail entry.

Phone - Type

Phone type includes a range of values, such as Business, Campus, Home, Cell, etc.

Country/Preferred

These fields are not required.

Email – Type

Email type includes a range of values, such as Business, Campus, Dorm, Home, and Other.

Visa/Permit Data - Link

Enter all information pertaining to Visa type. Detailed information reviewed in SEVIS course offering.

An address must be entered in each of the four address types used by CUNY in order to be consistent with the CAS/ASTA interface. CUNY is using four types: Mailing, Home, Permanent and Billing. Enter the apartment number in the Address 1 field. Indicates whether the address is Active or Inactive.

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Description

Citizenship - Link

Enter all information pertaining to Citizenship. Detailed information reviewed in SEVIS course offering.

The Address link leads to a new page for address data entry.

The Regional page Use this page to enter or update a student’s information according to regional data requirements.

The following table describes the fields on the Regional page of the Quick Admit a Student component: Field Regulatory Region

Description Enter the regulatory region. USA is the default value.

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Field Ethnic group

Primary History Section

SR Reference Guide Description Select the appropriate value for the applicant’s ethnic group. Values for the default Regulatory Region of ‘USA’ are stored on the Ethnic Groups page. These values are shared between HR and CS. They are configured and maintained by HR. Check the primary box to indicate primary ethnicity. CUNY is not using this section at this time.

The Program Plan page For new students, select the primary academic program and enter other program stack information.

The following table describes the fields on the Program Plan page of the Quick Admit a Student component: Field

Description

Academic Program Primary (academic program primary)

Select the appropriate Non-Degree value for the program. CUNYfirst prompts with academic program values specific to the selected academic career.

Campus

Enter the appropriate campus.

Academic Plan

Select the appropriate Non-Degree value for the plan.

Admit Term

Non-Degree students are usually entering in the current term, which will be the default field.

Requirement Term

The requirement term informs CUNYfirst which term’s degree progress requirements apply to the student for their primary academic program. CUNYfirst, by default, sets this value to the Admit Term value.

Expected Graduation Term

Not relevant for Non-Degree students.

Residency

Click to display the Residency Official page and record residency information that has been verified by the college. Last Updated: October 30, 2013| Page: 619

SR Reference Guide Field

Description

(NZL) Funding Source

Not being used by CUNY.

(AUS) Mode of Attendance

Not being used by CUNY.

Quick Enrollment

This links to the Quick Enroll component, where enrollment transactions are processed for the student.

Enrollment Appointments

This links to the Appointments component, where enrollment appointments are processed for the student.

Student Program Plan

This links to the Student Program/Plan component where any changes to a new or continuing student’s program stack information are processed after the student data has been saved to CUNYfirst.

Residency Official Page

The following table describes the three fields CUNY is currently using on the Residency Official page: Field

Description

Effective Term

Effective date of this record’s data.

Residency

Indicates residency: In-State, Out-of-State, In-City, Pending

Residency Date

Date as of when the applicant’s residency is official.

Viewing Program Stack Data After Saving the Component When updating a new or continuing student’s records, only the following fields appear: Field

Description

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Description

Student Career Nbr (student career number)

Please note that Career Number is NOT associated with a Career level. It indicates number of programs that exist within a career. For example, there will be one Career for an Undergraduate degree but two Career Numbers for a first and second BA.

Prim Prog (primary program)

CUNYfirst displays the primary academic program associated with the student career number. The primary academic program that appears is the academic program into which CUNYfirst activates the student for the specified term.

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Topic 2:

Non-Degree Students with Empl ID

This process will be used for non-degree applicants who already possess an EMPL ID. Following are two different scenarios regarding individuals with EMPL ID’s. • Students who already possess an EMPL ID as a student from another CUNYfirst institution. These students already have a record with a Program/Plan stack, but will need a new row of Non-Degree enrollment data. • CUNY employees will have an EMPL ID but will not have a Program/Plan stack. These individuals must have their first Program/Plan stack created.

Step Summary To Add a Non-Degree Applicant with an EMPL ID: 1. Navigate to the student record: Records and Enrollment > Career and Program Information > Student Program/Plan. 2. Enter the appropriate Search criteria. The Academic Institution must be selected to proceed. Check the Include History checkbox and click Search. Select the appropriate record. 3. If a student has a Program/Plan page, select the most recent record (highest number). Program Page, click the Add a New Row icon.

On the Student

4. If a student does not have any data on the Program/Plan page, go to the Add a New Value tab. a. Copy the EMPL ID into the appropriate field. b. Select the appropriate level. c.

Retain the Career number “0” to create this first Program/Plan stack and click the ADD button on the bottom of the page.

5. Select the ACTV (Activate) value in the Program Action field. 6. Select the Action Reason (2) for “entering freshmen of grad degree or non-degree”. 7. Select the Institution. 8. Select the appropriate value on the Student Program tab for Academic Program: a.

NDEG (Non-Degree value at Community Colleges) for UGRD career. or

b.

NDEGU (Non-Degree value at Senior Colleges) for UGRD career or

c.

.NDEGG (Non-Degree value for Senior/Grad programs) for GRAD career.

9. On the Student Plan tab, enter the appropriate Non-Degree value for Academic Plan (ex: non degree permit, Non-Degree UG, Permit UG, etc.). 10. Select the appropriate values for Admit Term and Campus. 11. Retain Admit Term information. 12. Click Save. Please note that the next steps are essential for subsequent processes to run effectively. 13. Update Residency information. On the Residency Official page, enter the Admit Term (Effective Term), Residency, and the current date for Residency date. 14. Click Save. Once the record is saved, the student is assigned an Empl ID and activated. However, there are two more important steps to complete this process. 15. Update Status with an MATR row: a. Upon saving, Quick Admit has automatically matriculated the student record. However, a new row must be added with the Program Action of MATR to facilitate student’s claiming of accounts. b. Navigate to the Program/Plan stack in Records and Enrollment. c.

Click the Add a New Row icon.

d. Select the MATR Program Action. This value will enable IMS to recognize the student and allow the account to be activated. Last Updated: October 30, 2013| Page: 622

SR Reference Guide e. Click Save. 16. Placing E-Permit students in the appropriate Student Group is essential for subsequent processes, including tuition calculation and enrollment, to run effectively: a. E-Permit student groups are coded as follows: “PIxx”. The “PI” refers to “permit in” and the “xx” refers to the 2 digit code from legacy for each college. Ex: PI02 = Permit in from Baruch College. b. Enter Student Group Start Date. For Student Financials billing to run effectively, this Student Group must be active by the first day of classes for a particular term. The status must be set to ACTIVE. c.

Add a new row to enter Student Group End Date. The future effective date must expire on or after the last day of finals. The status must be set to INACTIVE.

d. Click Save. e. NOTE: Permit-Out students will be served by the Registrar’s Office, but for informational purposes Admissions should know that they are coded with a Permit-Out student group. 17. Please refer to the Student Records Reference Guide for detailed instruction in the following next-steps for EPermit Students including: a.

Setting Enrollment Limits

b.

Setting the Enrollment Appointment

Note regarding Effective Dating: The effective date on the ACTV row of the Student Program/Plan must be prior to or equal to the term begin date. A student cannot be active in a program plan unless the date is prior to or equal to the term begin date. This also applies to any program/plan changes for which rows are inserted during a current term.

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SR Reference Guide Student Program page

Student Plan page – Academic Plan selection

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Unit IX: Manage Student Information This unit contains instruction for entering and maintaining student data including assigning advisor(s) to students and tracking non-course work (milestones).

Unit Objectives Upon completion of this course, learners will be able to: • • •

Maintain student groups maintain and assign advisors to students assign and track non-course work to students (milestones).

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Chapter 1 – Student Groups The Student Groups functionality permits definition of similar students at a high level (such as student body officers, disabled students, and/or honor students). It is recommended that at least one person in a particular office have the security to update a student group for assignment and processing purposes. A student may be assigned to multiple groups at multiple colleges. A batch process is available to assign students to groups via an uploaded file. Note: • • • • •

Student Groups are defined for an institution. Students of any program or plan can be in any student group within an institution. A student can be in many student groups or none. Student Groups can be used for advising purposes (for example, students in the Honors Program.) This could be used for tracking. Student Groups can be used in degree audits. Requirements can be coded to appear only if the student is in a particular student group. The Student Group Table will be maintained by the Office of University Registrar.

Chapter Objectives Upon completion of this chapter, learners will be able to: • • • •

setup student groups assign a student to a student group view student groups by student batch add students to student groups.

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Topic 1:

Create/Update Student Groups

To set up a student group, use the Student Group Table component

The Student Group Table page can be found by navigating to: Set Up SACR > Common Definitions > Student Group Table

Step Summary 1. Search for an existing Student Group to update or follow the navigation above and select the Add a New Value tab. 2. Enter the Academic Institution and new code for the Student Group. 3. Enter the Effective Date and Status. 4. Enter a Description and Short Description. 5. Click the Save button.

Detailed Information The Student Group Table page Use this page to set up a new student group, or view an existing student group definition.

The following table describes the fields on the Student Group Table page Field Field Description Effective Date

Enter the date the student group is created/updated

Status

Select Active or Inactive status for the student group.

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Topic 2:

View Available Student Groups by Group

To view a student group by group, use the View Student Groups by Group component The View Student Groups by Group page can be found by navigating to: Set Up SACR > Common Definitions > View Student Groups by Group

Step Summary 1. 2. 3. 4.

On the View Student Groups by Group search page, enter or lookup the Academic Institution. Click Search. Select a value from the Select Effective Dates field. Click the Get Results button.

Detailed Information The View Student Groups by Group page Use this page to display student groups. Note that users will only view groups to which they have been given access.

The following table describes the fields on the View Student Groups by Group page of the Application Entry component: Field

Field Description

Select Effective Dates

Enter the type of effective dates to view. Values are: All: Returns all student groups and displays all effective-dated rows for each group. Most Current (Any Status): Returns all student groups and displays only the most current effective-dated row, regardless of status. Most Current Active: Displays the most current active student group row. Most Current Inactive: Displays the most current inactive status student group row.

Get Results

Click to view the list of student groups that match the selected effective date search criteria.

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SR Reference Guide

Topic 3:

View Available Student Groups by Student

To view a student group by student, use the View Student Groups by Student component The View Student Groups by Student page can be found by navigating to: Records and Enrollment > Career and Program Information > View Student Groups by Student

Step Summary 1. 2. 3. 4. 5. 6. 7.

On the View Student Groups by Student search page, select the institution. Use the Look-Up tool to search for and select the desired Student Group. Select the Student Group from the Search Results. Select a value from the Select Effective Dates field. Select a value from the Range Selection field. Click the Get Results button. Select the Details link to view student group details for a single student.

Detailed Information The View Student Groups by Student page Use this page to display student groups by student.

Click on the desired Student Group to View Student in the group.

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SR Reference Guide

Refine the search criteria by changing Range Selection.

The following table describes the fields on the View Student Groups by Student page: Field Select Effectve (Effective) Dates

Field Description Enter the type of effective dates to view. Values are: All: Returns all student groups and displays all effective-dated rows for each group. Most Current (Any Status): Returns all student groups and displays only the most current effective-dated row, regardless of status. Most Current Active: Displays the most current active student group row. Most Current Inactive: Displays the most current inactive status student group row.

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Field Range Selection

SR Reference Guide Field Description Enter a range of student groups to view. Values are: No Range Selection: Displays the ID From and ID To fields. Unhide the Last Name From and Last Name To fields. Entering a Last Name From 'A' and Last Name To 'D' will return records with last names beginning with A to C and exclude D. Select Emplid Range: Displays the ID From and ID To fields. Enter 0001 in the ID From field and 0010 in the ID To field to view records with IDs from 0001 through 0010. Select Last Name Range: Displays the Last Name From and Last Name To fields. If user enters A in the Last Name From field and D in the Last Name To field, the system will return records with last names beginning with A through C but excluding D.

Get Results

Click to display the list of students in the specified student group that matches the search criteria user entersed.

Details

Click to view additional details about the ID. User will be transferred to a student group page view in correction mode. User can make changes in this view. If user makes changes and click the Apply button so the View Student Groups by Student page appears. User must refresh the View Student Groups by Student page to view changes. User can also click the OK or Cancel button to display the View Student Groups by Student page.

Click on the Get Result button to view the result set.

Click on the Details link to view/update a student’s participation information for the particular group.

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Topic 4:

View/Update Individual Student in a Student Group

The Student Groups functionality organizes students with a common attribute (such as disabled students, student body officers, or honor students). A student may need to be added to a group for cohort reporting purposes, registration processes (Freshman Reserved Seating), or degree progress assessment. The Student Groups page can be found by navigating to: Records and Enrollment > Career and Program Information > Student Groups

Step Summary 1. Follow the navigation above to access the Find an Existing value page. 2. Search by Academic Institution and ID and select the appropriate student. 3. Enter the appropriate data for the student including Academic Institution, Student Group, Effective Date, Status (defaults to active), and Comments. 4. Click Save. 5. Last Update Date/Time, Updated By, and Type will be populated. 6. If necessary, click the Add a New Row button next to Academic Institution and repeat.

Detailed Information Student Groups will be maintained throughout the student's tenure at the college. There may come a time when a student is no longer a member of a group. To indicate that the student is no longer in the group, use the Add a Row button to add an effective dated row and change the status to Inactive. The Student Groups page Search by student ID, academic institution, last name or first name.

View/Update Student Groups for a student.

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The following table describes the fields on the Student Groups page of the Application Entry component: Field

Field Description

Student Group

Enter the appropriate student group for this student.

Effective Date

Enter the date the assignment to the group takes effect.

Status

Enter Active or Inactive.

Comments

Enter comments for reference about the student group.

Last Update Date/Time

Displays the date and time the record were updated.

Updated By

Displays the user ID responsible for updating the student group.

Type

Indicates whether the record was processed manually or by mass update. When updated through the mass process, the program name appears.

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Topic 5:

Update Multiple Students in Student Group (Batch Process)

To run the process to assign a group of students to a student group, use the Process Student Group component The process for assigning a group of students to a student group can be run with or without Population Selection selected. Population selection is a method for selecting the IDs to process for a specific transaction. The Population Selection group box is a standard group box that appears on run control pages when the Population Selection process is available or required for the transaction. Selection tools are available based on the selection tool that was selected in the setup of the Population Selection process for the application process and on user security. Fields in the group box appear based on the selection tool that user selects. The fields behave the same way from within the group box on all run control pages and application processes. The Process Student Group page can be found by navigating to: Records and Enrollment > Career and Program Information > Process Student Groups

Step Summary 1. Navigate to the Process Student Groups page. 2. Click Add a New value to create a new run control ID. If one has already been created, skip this step and click on Preview Selection Results prior to running this query. 3. Check the Population Selection box. 4. Use the PS Query Selection Tool 5. Enter prompt criteria for the query in Edit Prompts including Institution, Student Group, Effective Date, Effective Status (Active). 6. Click the Run icon 7. Click OK 8. Click on the Process Monitor Tab to check the status 9. The Process List Tab should eventually show the status Success. If a process status of Error or Queued appears for a long time, view the error log.

Detailed Information Student Groups are not secured by institution or career. Each college has defined its own set of Student Groups. Click Add a New value to create a new run control ID.

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The following table describes the fields on the Process Student Groups component: Population Selection Field

Field Description

Run Control

Enter the "Run Control ID". Run this process by searching for an existing Run Control ID or adding a new value. Creating a Run Control ID that is relevant to the report. Click on the "Add" button.

Selection Tool

Select “PS Query" from the drop down list.

Query Name

Enter the name of the query that was created to identify the population that will be assigned to the selected student group. Only queries valid for the population selection process are visible in the drop down box. Limiting the prompt list to valid queries ensures that users select queries with the appropriate data needed for running the process.

Launch Query Manager / Preview Selection Results

For Communication Generation, valid queries use a data source record listed in the context definition. For Population Selection, valid queries include specific bind records. The "Launch Query Manager" and "Preview Selection Results" links allow users to preview the population selected to be assigned the service indicator, and to make changes to the query that is being used if they are needed. Click the Preview Selection Results link to preview the population to be processed, based on the parameters in the query.

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Field Description

Institution Student Group Effective Date Effective Status

Enter the code for the institution that is responsible for this service indicator. Enter the code for the student group to assign to the individual. The Effective Date of the student group. If adding students to a student group Select Active for the Effective Status. If removing students from a student group Select Inactive. Enter comments to further describe or identify the reason for the assignment of the student group.

Comments

Student Overrides Field

Field Description

EmplID

ID of the student.

Name

Filed is auto populated once data is entered in the EmplID filed

Effective Date Effective Status

The Effective Date of the student group. If adding students to a student group Select Active for the Effective Status. If removing students from a student group Select Inactive.

Action Buttons Button Save Run

Field Description Click on the "Save" button to save any changes that have been made to the Run Control. Click on the "Run" button to run the process.

At this point, continue to run the Process Student Groups just as one would any other Campus Solutions Process Scheduler process.

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Chapter 2 – Maintain & Assign Advisors Students can be assigned advisors in CUNYfirst, who will have the capability of reviewing those students’ academic careers and term histories for the purpose of advising those students as to how best to accomplish their academic goals.

Chapter Objectives Upon completion of this chapter, learners will be able to: • • •

setup committees. setup instructor advisor table. assign an advisor to a student

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Topic 1:

Create a Committee Template

The Committee Type/Role component is used to define a committee type/template and assign member roles. Within most organizations, committees are frequently created that share the same structure and the same member roles; only the set of people who should serve on those committees and their individual names change. Campus Community enables user to define the types of committees that institution creates, identify the roles that should be on each committee, and then use the types and roles to create templates to help user create and manage committees across their institution. For example, user can create a template for an undergraduate interviews committee type and associate the roles of chairperson and three interviewers with it. User might want members of this committee type to be advisors, in which case user would associate all advisor records with the committee type to provide prompt lists from which to assign individuals to this committee. User then use the template to create a current or ongoing committee and assign individuals to the chair and member roles. User can also specify the dates during which each individual should participate in the committee. The Committee Type/Role component can be found by navigating to: Campus Community > Committees > Committee Type/Role.

Step Summary 1. 2. 3. 4.

Navigate to the Committee Type/Role component. Enter the Academic Institution and Committee Type (e.g. advising). Enter effective date, Description, Short Description and status for the Committee to be created. Enter committee Role; if necessary add multiple committee roles (e.g. Chair, Student Member, and Staff Member). 5. Save.

Detailed Information After navigating to the Committee Type/Role component, click on Add a New Value page to create/define a new committee type/role.

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SR Reference Guide Use the Committee Type/Role page to define a committee type and assign member type/roles.

The following table describes the fields on the Committee Type/Role page. Field Effective Date Status Description Short Description Record (Table) Name Committee Role

Description Short Description

Field Description The date the Committee Type becomes effective. Shows the Active/Inactive status of the Committee Type. Enter a descriptive name for the Committee Type (e.g. Advising Committee) Enter a short name for the Committee Type (e.g. ADV_CMT) Specify which tables to search from when adding Committee Members. Select the role (for example, chair, co-chair, member, student member, and so on) that should always be part of this committee type. User can add as many roles as necessary. Enter a descriptive name for the Role. Enter a short name for the Role.

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Topic 2:

Create a Committee of Advisors

The Manage Committee component is used to manage a committee of Advisors. The Manage Committee component can be found by navigating to: Campus Community > Committees > Manage Committee.

Step Summary 1. 2. 3. 4. 5. 6. 7.

Navigate to the Manage Committee component. Search for an existing committee by entering Academic Institution, Committee (name) and/or Committee. To add a new Committee, Click the Add a New Value tab and enter Academic Institution and Committee (name). Enter values for effective date, Committee name. Enter of lookup committee Type from the predefined committee types. Add Committee Members / Roles using the Committee members tab. Save.

Detailed Information After navigating to the Manage Committee component, use the search page to search for existing committees to manage.

To add a new committee, click on Add a New Value page to create/define a new committee.

Use the Committee page to create or review a committee. Enter the Committee Details.

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The following table describes the fields on the Committee component. Field Committee Name Committee Type

Field Description Enter a name for the committee. Select the type of committee, from the Committee Type/Roles page, that describes this committee.

Use the Committee Members page to add or remove Committee Members.

The following table describes the fields on the Committee Members component. Field

Field Description Last Updated: October 30, 2013| Page: 642

Field Member Number

ID Role Start Date End Date

SR Reference Guide Field Description The number of this member in the list of members for this committee.

The system automatically enters the next sequential number for each member that user adds. User can override the number manually to reorder the list of committee members. The ID of the individual assigned to this committee. The system displays the individual's name after user selects the ID. The role assigned to this individual for this committee. The date when the member's participation in this committee is scheduled to begin. The date when the member's participation in this committee is scheduled to end.

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Topic 3:

Update Instructor/Advisor Table

The Instructor/Advisor Table component enables the user to identify instructors and advisors, and link them to one or many Academic Careers and Academic Programs in which they can advise. Note: To be assigned as an advisor to a student, an individual’s record must be present on the Instructor/Advisor table, and the Advisor checkbox must be selected on that record. The Instructor/Advisor Table component can be found by navigating to: Curriculum Management > Instructor/Advisor Information > Instructor/Advisor Table.

Step Summary 1. 2. 3. 4. 5. 6. 7.

Navigate to the Instructor/Advisor Table component. Search for a faculty/staff that needs to be added to the Instructor/Advisor table. Enter or select the Academic Career for which the advisor is to be assigned. Enter or select the Academic Program for which the advisor is to be assigned. If necessary, enter or select the Academic Plan for which the advisor is to be assigned. Enter or select the ID of the advisor being assigned to the student. Save.

Detailed Information After navigating to the Instructor/Advisor Table component, use the search page to search for an instructor/staff, by ID or other criteria.

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SR Reference Guide Use the Instructor/Advisor page to assign advisor status to the selected staff/faculty. Note: Using this component user is not adding new people to the CUNYfirst, but updating information for individuals who are already in the system.

The following table describes the fields on the Instructor/Advisor Table component. Field Instructor Type

Advisor Academic Institution Primary Acad Org (primary academic organization) Instructor Available

Advisor Number

Percent of Appointment

Academic Career Academic Program Academic Plan Academic Sub-Plan

Field Description Select an instructor type. For example Instructor or Advisor Only. If user selects a value of Advisor Only, the system selects the Advisor check box by default and user cannot change it. Select to indicate that the individual is also an advisor. Select the academic institution with which user wants to associate this record. Select a primary academic organization for this instructor/advisor. Select the instructor's availability to teach within the effective date. Select Available, Sabbatical, or Unavailable. If the instructor has an advisor type of Advisor Only, the system populates the Instructor Available field with Unavailable by default. User can override this value. The system populates this field with 1 by default. If an instructor advises students in more than one academic career, program, plan, or sub-plan, user can have multiple advisor numbers by adding rows. Enter a percent of appointment value that this instructor has for the indicated academic career, program, plan, and sub-plan. Instructors with dual appointments can have different percentages reflecting their responsibility. The total percentage must equal 100. Select the academic career to which the instructor or advisor is linked. Select the academic program to which the instructor or advisor is linked. Select the academic plan to which the instructor or advisor is linked. Select the academic sub-plan to which the instructor or advisor is linked. Last Updated: October 30, 2013| Page: 645

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Topic 4:

Update Advisor Assignment for a Student

Students are assigned advisors using the Student Advisor component. Note: To be assigned as an advisor to a student, an individual’s record must be present on the Instructor/Advisor table, and the Advisor checkbox must be selected on that record. The Student Advisor component is found by navigating to: Records and Enrollment > Student Background Information > Student Advisor.

Step Summary 1. 2. 3. 4. 5. 6. 7.

Navigate to the Student Advisor component. Search for a student to whom an advisor is to be assigned. Enter or select the Academic Career for which the advisor is to be assigned. Enter or select the Academic Program for which the advisor is to be assigned. If necessary, enter or select the Academic Plan for which the advisor is to be assigned. Enter or select the ID of the advisor being assigned to the student. Save.

Detailed Information After navigating to the Student Advisor component, use the search page to search for a student, by ID or other criteria.

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SR Reference Guide Use the Student Advisor page to assign an advisor to the selected student.

The following table describes the fields on the Student Advisor component. Field Academic Institution

Effective Date Advisor Role Advisor Number

Academic Career

Academic Program

Academic Plan Academic Advisor Committee

Advised by Committee

Must Approve Enrollment Must Approve Graduation

Field Description A specific college within CUNY, identified by an alphanumeric code. Enter or select the academic institution for which the student advisor is being assigned. The date the advisor assignment becomes effective. Select “Advisor” when assigning a student an advisor. System-generated number, beginning at “1” and rising incrementally by 1 with each additional row in the record, to distinguish among the student’s advisors if more than one. The academic levels of course work, such as graduate, undergraduate, professional, law. Enter or select the academic career for which the student advisor is being assigned. The degree program in which a student is active. Enter or select the academic program for which the student advisor is being assigned A student’s major (or minor) area of concentration within an academic program. Enter or select the academic plan for which the student advisor is being assigned Enter or select the ID of the advisor being assigned to the student. If a committee rather than an individual advises a student, select the committee. If this field is unavailable for entry, user must first select the Advised by Committee check box. If a committee rather than an individual advises a student, select this check box. The Committee field becomes available for entry, and the Academic Advisor field becomes unavailable for entry. Select to indicate that the advisor must approve a student's enrollment into classes. This check box is for information purposes only. Select to indicate that the advisor or committee must make a degree check before institution can complete the student’s graduation process. The Graduation Approved check box becomes available for entry. Both check boxes are for information purposes only.

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Field Graduation Approved freshener

SR Reference Guide Field Description Select to indicate that the advisor or committee has made a degree check and institution can now complete the student’s graduation process. This check box is available for entry only when user selects the Must Approve Graduation check box.

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Chapter 3 – Milestones Milestones are non-course-related events that a student must fulfill for a degree. They can include events such as language requirements, oral examinations, theses, and dissertations. Use the Student Milestones component to assign milestones to students, to assign advisors for those milestones, as well as to record completions of milestones and attempts to fulfill them. Note: An advisor assigned to evaluate a student’s attempts at completing a milestone, should be distinguished from an advisor to a student for that student’s academic career/program as a whole.

Chapter Objectives Upon completion of this chapter, learners will be able to: • • • •

setup and create milestones assign a milestone and an advisor for that milestone to a student evaluate a student milestone track a student’s progress on an assigned milestone.

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Topic 1:

Create Milestones

Milestones are non-course related but vital requirements a student must complete toward degree progress to graduate. User might be able to relate milestones most easily to graduate student progress, but institution might also use milestones for undergraduates as well. After user defines milestones, user can assign milestones and advisors to a student, as well as record the student’s completions of milestones and attempts to fulfill them, through the Student Milestones component. To set up milestones, use the Milestone Table component and Milestone Template component • Define milestone codes. • Create milestone templates. The Milestone Table component can be found by navigating to: Set Up SACR > Product Related > Student Records >Enrollment > Milestone Table. The Milestone Template component can be found by navigating to: Set Up SACR > Product Related > Student Records > Enrollment > Milestone Templates.

Step Summary 1. 2. 3. 4. 5. 6. 7. 8. 9.

Access the Milestone Table page Add a new value or search for an existing value linking Academic Institution and Milestone. Enter the number of attempts students can make at completing the milestone. Select a print milestone detail to indicate if the milestone detail information will be displayed on the transcript. Save. Access the Milestone Template page Link a milestone template to academic institution and academic career and or academic program/plan. Enter a milestone number to define the sequence of multiple milestones within a template. Save

Detailed Information Milestone Table component Access the Milestone Table page and enter Academic Institution and Milestone (name).

Use the Milestone Table page to define Milestone and Milestone Level.

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The following table describes the fields on the Milestone Table component. Field Grading Scheme Grading Basis

Attempts Allowed

Print Milestone Detail

Milestone Level

Field Description Select a grading scheme for the milestone. When user enters the milestone on a student's record, user can override the grading scheme Select a grading basis for the milestone. Link grading bases to grading schemes on the Grading Scheme Table page. User can override this value on individual student records. Enter the number of attempts students can make at completing the milestone. This field is a default data entry and tracking aid. User can override the attempts allowed on individual student records. Select a print milestone detail to indicate if the milestone detail information will be displayed on the transcript. Milestone detail information includes the details on the Student Milestones page Enter an alphanumeric code that identifies this milestone level code. User uses milestone levels for detailing the progress of a milestone and for informational purposes. For example, user might define a milestone of Written Comprehensive Exams for doctoral students and have four levels within that milestone to designate the four sets of comprehensives required.

Milestone Templates component Access the Milestone Templates page: Set Up SACR > Product Related > Student Records > Enrollment > Milestone Templates

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SR Reference Guide Note: • If user links a milestone template to only an academic institution and academic career, it can be used as a template for any academic program or plan. • If user wants a milestone template to be restricted to a specific academic program or plan, enter the program and plan in the search dialog box. • When user links milestones to academic programs user is making a template, not a permanent link. This information appears in the Student Milestones component when user copies the template to the student’s record.

Careel level

Program level

Plan level

Enter Milestone number and Milestone code to create a template.

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The following table describes the fields on the Milestone Template component. Field Milestone Nbr (Number)

Milestone Grading Scheme Grading Basis Print Milestone Detail Attempts Allowed

Field Description Enter a milestone number to define the sequence of multiple milestones within a template. The sequence number is for the information only. In our example, sequence numbers for each milestone increase by ten. User can sequence these however user wants. Enter or Select a milestone code. The system populates this value from the value entered on the Milestone Table page, based on the milestone code. User can override this value. The system populates this value from the value entered on the Milestone Table page, based on the milestone code. User can override this value. The system populates this value from the value entered on the Milestone Table page, based on the milestone code. User can override this value. The system populates this value from the value entered on the Milestone Table page, based on the milestone code. User can override this value.

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Topic 2:

Update Student Milestones (with Advisors)

A milestone and an advisor (or committee of advisors) for that milestone is assigned to a student using the Student Milestones component. The Student Milestones component can be found by navigating to Records and Enrollment > Enroll Students > Student Milestones.

Step Summary 1. 2. 3. 4. 5.

Navigate to the Student Milestones component. Add a new value or search for an existing value linking student, Academic Institution, career and program. Enter or select milestone(s) and accompanying details on the Student Milestones page. Enter advisor (or committee) and any completion details on Advisors/Completion page. Save.

Detailed Information To assign a milestone to a student, Add a New Value, linking the student’s ID with academic institution, academic career and academic program.

The Student Milestones page for the selected student’s academic career and academic program appears. Use the Student Milestones page to assign a milestone to the student.

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The following table describes the fields on the Student Milestones page of the Student Milestones component. Field Milestone Copy (button) Milestone Nbr (Number) Milestone Academic Plan Description Formal Description Milestone Level Attempts Allowed Milestone Title

Field Description This button is not used at this time. The milestone number default is 10. As rows are added, the system increments this number sequentially. The milestone number is used for sequencing. A non-course-related event that a student must fulfill for a degree. Enter or select a milestone to be assigned to the student. A student’s major (or minor) area of concentration within an academic program. Select the student’s academic plan to which the milestone will apply. The system populates the short description of the selected milestone from the Milestone Table. This value can be overridden The system populates the formal description of the selected milestone from the Milestone Table. This value can be overridden. Select the milestone level, if applicable. Some milestones, such as Comprehensive Exams, can have multiple levels. This value can be overridden. The system populates the attempts allowed from the Milestone Table. This value can be overridden. Enter a title for the milestone. The title can be printed on the student’s transcript.

Advisors/Completion Info page Use the Advisors/Completion Info page to assign one or more advisor (or a committee) to evaluate the student’s milestone and to document the completion of the milestone.

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The following table describes the fields on the Advisors/Completion Info page of the Student Milestones component. Field Transcript Level

Print Milestone Detail Advised by Committee Committee (not shown) Advisor/Evaluator 1 Advisor/Evaluator 2 Comment

Completion Information group Field Term Required Date Required Anticipated Term Anticipated Date

Field Description The value selected determines the types of transcript that will include the [data from this component]. Values are hierarchal. Whichever transcript level is selected, data will appear on that transcript type as well as any type that is lower in the hierarchy, which is as follows: Official, Unofficial, Stdnt Life (Student Life), Degr Prog (Degree Progress). The remaining value "Not Print" causes the data to appear on none of the transcript types. The value selected determines when the milestone will print on the transcript. The delivered values are Always, Never, and Satisfied. Select to assign an advisory committee to the student. When selected, the Committee field appears This field appears when the Advised by Committee check box is selected. Select a committee. If the Advised by Committee check box is not selected, these fields remain in view. Select individual advisors for the student. The system prompts with advisors that are within the student's academic career and academic program. A comment can be entered pertaining to the specific student milestone and its advisors.

Field Description Select the term by which the milestone must be completed. The system populates this date based on the term required value and the Term Table. This value can be overridden. Select the term by which it is anticipated the student will complete the milestone. The system populates this date based on the anticipated term value and the Term Table. This value can be overridden. Last Updated: October 30, 2013| Page: 656

Field Milestone Complete Attempts Allowed

SR Reference Guide Field Description The system displays the milestone complete status according to the values entered on the Milestone Attempts page. The system displays the attempts allowed according to the value entered on the Student Milestone page.

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Topic 3:

View/Update Milestone Attempts

Once a student has been assigned a milestone and one or more advisor (or committee) for that milestone, the advisors can, at the appropriate time, evaluate the student’s attempt at meeting that milestone. Milestone attempts are evaluated using the Milestone Attempts page of the Student Milestones component. The Student Milestones component can be found by navigating to Records and Enrollment > Enroll Students > Student Milestones.

Step Summary 1. 2. 3. 4. 5.

Navigate to the Student Milestones component. Search for an existing value linking student, Academic Institution, career and program. Navigate to the Milestone Attempts page. Enter evaluation data for a student’s milestone attempt. Save.

Detailed Summary To evaluate a student milestone, search by student, academic institution, academic career and academic program.

The Student Milestones page for the selected student’s academic career and academic program appears. Click on the Milestone Attempts page.

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Milestone Attempts page Use the Milestone Attempts page to evaluate attempts made by the student to complete the milestone, Note: When an additional milestone attempt is made, a row can be added to record data for that new attempt.

The following table describes the fields on the Milestone Attempts page of the Student Milestones component. Field Attempt Nbr (Number)

Field Description Enter the number of the student’s attempt at this milestone.

How Attempted

Select how the milestone was attempted. Values for this field are: Attended Seminar, Exam Taken, Filed Petition, Native Speaker, and Submitted Work. Last Updated: October 30, 2013| Page: 659

Field Date Attempted Grading Scheme

Grading Basis Milestone Complete Milestone Grade

SR Reference Guide Field Description Enter the date of the milestone attempt. The grading scheme defines all valid grading bases of an academic program; The system populates this field with the grading scheme of the academic program in which the student’s milestone is assigned. This value can be overridden. Basis upon which grades are assigned to students in a class, e.g. “Graded” (letter grade), "Pass/Not Pass," etc. Select the status of the milestone. Values for this field are Completed, In Progress, and Not Completed. Enter a grade (if required by the grading scheme and grading basis).

Note: When the milestone status (Milestone Complete field) is updated and the data is saved, this change is reflected on the Advisors/Completion Info page, and becomes part of the student’s record.

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Topic 4:

View a Student’s Milestone Progress

A student’s progress with assigned milestones is tracked on the Student Milestones component. The Student Milestones component is found by navigating to Records and Enrollment > Enroll Students > Student Milestones.

Step Summary 1. Navigate to the Student Milestones component. 2. Search for an existing value linking student, Academic Institution, career and program. 3. View all necessary data on the pages of the Student Milestones component.

Detailed Information After navigating to the Student Milestones component, search by student, academic institution, career and program.

The Student Milestones page is displayed.

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SR Reference Guide The following table describes the fields on the Student Milestones page of the Student Milestones component. Field Milestone Copy (button) Milestone Nbr (Number) Milestone Academic Plan Description Formal Description Milestone Level Attempts Allowed Milestone Title

Field Description This button is not used at this time. The milestone number default is 10. As rows are added, the system increments this number sequentially. The milestone number is used for sequencing. A non-course-related event that a student must fulfill for a degree. Enter or select a milestone to be assigned to the student. A student’s major (or minor) area of concentration within an academic program. Select the student’s academic plan to which the milestone will apply. The system populates the short description of the selected milestone from the Milestone Table. This value can be overridden The system populates the formal description of the selected milestone from the Milestone Table. This value can be overridden. Select the milestone level, if applicable. Some milestones, such as Comprehensive Exams, can have multiple levels. This value can be overridden. The system populates the attempts allowed from the Milestone Table. This value can be overridden. Enter a title for the milestone. The title can be printed on the student’s transcript.

The following table describes the fields on the Advisors/Completion Info page of the Student Milestones component. Field Transcript Level

Print Milestone Detail Advised by Committee Committee (not shown) Advisor/Evaluator 1 Advisor/Evaluator 2 Comment

Completion Information group Field Term Required Date Required Anticipated Term Anticipated Date Milestone Complete Attempts Allowed

Field Description The value selected determines the types of transcript that will include the [data from this component]. Values are hierarchal. Whichever transcript level is selected, data will appear on that transcript type as well as any type that is lower in the hierarchy, which is as follows: Official, Unofficial, Stdnt Life (Student Life), Degr Prog (Degree Progress). The remaining value "Not Print" causes the data to appear on none of the transcript types. The value selected determines when the milestone will print on the transcript. The delivered values are Always, Never, and Satisfied. Select to assign an advisory committee to the student. When selected, the Committee field appears This field appears when the Advised by Committee check box is selected. Select a committee. If the Advised by Committee check box is not selected, these fields remain in view. Select individual advisors for the student. The system prompts with advisors that are within the student's academic career and academic program. A comment can be entered pertaining to the specific student milestone and its advisors.

Field Description Select the term by which the milestone must be completed. The system populates this date based on the term required value and the Term Table. This value can be overridden. Select the term by which it is anticipated the student will complete the milestone. The system populates this date based on the anticipated term value and the Term Table. This value can be overridden. The system displays the milestone complete status according to the values entered on the Milestone Attempts page. The system displays the attempts allowed according to the value entered on the Student Milestone page.

The following table describes the fields on the Milestone Attempts page of the Student Milestones component. Field

Field Description Last Updated: October 30, 2013| Page: 662

SR Reference Guide Field Attempt Nbr (Number)

Field Description Enter the number of the student’s attempt at this milestone.

How Attempted

Select how the milestone was attempted. Values for this field are: Attended Seminar, Exam Taken, Filed Petition, Native Speaker, and Submitted Work. Enter the date of the milestone attempt. The grading scheme defines all valid grading bases of an academic program; The system populates this field with the grading scheme of the academic program in which the student’s milestone is assigned. This value can be overridden. Basis upon which grades are assigned to students in a class, e.g. “Graded” (letter grade), "Pass/Not Pass," etc. Select the status of the milestone. Values for this field are Completed, In Progress, and Not Completed. Enter a grade (if required by the grading scheme and grading basis).

Date Attempted Grading Scheme

Grading Basis Milestone Complete Milestone Grade

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Unit X: Transfer Credit Setup Unit Introduction In this unit we will learn the various processes for transfer of credit in CUNYfirst. The types of transfer credit that will be granted to the student are the following: • • •

Course Transfer Credit Test Transfer Credit Other Transfer Credit (life experience, military, etc.)

Course credit may be transferred from: • •

other Academic Institutions (colleges/schools) within CUNY (Internal sources) –or – Institutions outside CUNY (External sources).

Note: Until CUNYfirst is fully implemented and all colleges are integrated into the CUNYfirst system, any CUNY college not yet on the system must be treated as an “External” source for the purpose of transfer credit.

Two distinct processes may be used for transfer of course credit: • •

the automated transfer credit process the manual transfer credit process

For those institutions (both internal and external) from which transfer credit is frequently processed, the automated process is strongly recommended. Although the set-up and maintenance of the rules and equivalencies used in the automated process is work-intensive, the actual processing of transfer credit for each new student will be far more efficient and time-saving once set-up has been done. The manual process is recommended for institutions from which transfer credit is processed less frequently because in such cases a set-up effort would not be cost-effective. For the automated transfer of credit from external sources, an External Catalog of courses at those institutions must exist in the system and must be maintained The Course Catalogs of all internal sources (CUNY colleges) already exist in the system, and therefore will be readily available for use in the transfer process. Note: Before transfer credit rules can be created and before transfer credit can be processed for a particular Academic Institution, all other setup in Student Records must be completed: That is; academic careers, academic programs, academic plans, the course catalog, grading bases, terms, and sessions all must be defined.

Unit Objectives Upon completion of this course, learners will be able to: • •

set up rules for automated course/test transfer credit set up and maintain the External Catalog

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Chapter 1 – Set up and Maintain the External Catalog In CUNYfirst, students’ credit may be transferred into a specific Academic Institution (college) within CUNY from two possible sources: an External source or internal source. An External source is a college or university outside of CUNY, and an internal source is another Academic Institution (college) within CUNY. Note: Until CUNYfirst is fully implemented and all colleges are integrated into the CUNYfirst system, any CUNY college not yet on the system must be treated as an “External” source for the purpose of transfer credit.

Before credit can be transferred from an external source, the External Catalog must exist in the system for that institution. External organizations (colleges, universities, etc.) from which credits will be transferred must be defined; subject areas must be associated with those external organizations; and the courses whose credits are to be transferred are then associated with those external organizations and subject areas.

Chapter Objectives Upon completion of this chapter, learners will be able to: • • • • •

add or update external organizations update organization school data add or update external subject areas link subjects to external institutions create/update external institution catalogue.

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Topic 1:

Create/Update External Organizations

Before the transfer credit processes can be set up or run, the external organizations from which credit will be transferred must exist in the system. Note: Most of the external organizations from which students’ transfer credits will be accepted will already exist in the Organization Table. However, occasionally a new organization must be added.

The Organization Table can be found by navigating to: Campus Community > Organization > Create/Maintain Organizations > Organization Table

Step Summary 1. 2. 3. 4. 5.

Navigate to the Organization Table. Click the Add a New Value page – orSearch for an existing value. Enter and/or update data fields. Save.

Detailed Information Use the Organization Table to add or update an external organization. Leave the value of NEW in the External Org ID field on the Add a New Value page

Click the Add button to open the new Organization Table page.

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The Organization Type defaults to “SCHL (School)” and must remain so for an external catalog to be created for a given organization. The following table describes the fields on the Organization Table page of the Organization Table component. Field Description, Long Description, Short Description Organization Type

Proprietorship

Active Locations group Field Location

Field Description Name of Organization, when entered in Description field, will populate the Long Description and Short Description fields. Defaults to SCHL (“School”) which must remain selected for an External Catalog to be created for this organization and for transfer credit to be processed from this organization. The type of primary owner or funding source (Other, Private, Public, or Religious) of this organization.

Field Description Use the Location button to update the following data. Sequential number assigned to each location for this organization, beginning with “1” and continuing incrementally. Last Updated: October 30, 2013| Page: 667

SR Reference Guide Field Description Address Effective Date Primary Primary Location Active Contacts group Field Contact Name Type Job Title Effective Date Primary Primary Contact Active Departments group Field Department Description Type Effective Date Primary Primary Department

Field Description A description of the specific location of the organization. Address of the specific location of the organization. Effective date for this location. Checkbox indicates the primary location for this organization. This field used to select or update the primary location.

Field Description Use the Contacts button to update the following data. Sequential number assigned to each contact for this organization, beginning with “1” and continuing incrementally. Name of contact. Enter the type of contact (for example, Teacher, Principal, Guidance Counselor). Job title for this contact person. Effective date for this contact. Checkbox indicates the primary contact for this organization. This field used to select or update the primary contact.

Field Description Use the Contacts button to update the following data. Sequential number assigned to each department for this organization, beginning with “1” and continuing incrementally. Name or description of the department. Select Academic or Administrative. Effective date of this department Checkbox indicates the primary department for this organization. This field used to select or update the primary department.

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Topic 2:

View/Update Organization School Data

For credit to be transferred from an external organization, the Offers Courses box must be checked on the School Data page of the Organization School Data component for that organization. Also, the transfer credit process uses the default values that user defines for the external organization in the Career, Term Type, and Unit Type fields and the Catalog Information group box of the School Data page. The Organization School Data component can be found by navigating to: Campus Community > Organization > Create/Maintain Organizations > Organization School Data

Step Summary 1. 2. 3. 4.

Navigate to the Organization School Data component. Select the Offers Courses checkbox. Define appropriate school and catalog values. Save.

Detailed Information To enable transfer credit from a given institution, the Offers Courses checkbox must be selected on the School Data page of the Organization School Data component. Also, the System Default Values are useful in the transfer credit process, saving data entry in later steps.

The following table describes the fields on the School Data page of the Organization School Data component. Field Status Offers Courses

Field Description Select active or inactive. Transfer Credit will function only for schools designated “Active.” Checkbox must be selected for External Catalog to be built for this organization. Last Updated: October 30, 2013| Page: 669

SR Reference Guide School Characteristics group Field Accredited Transcript Translation School Type School Codes group Field School Codes

Default Values group Field Career Term Type Unit Type

Catalog Information group Field School District Shared Catalog Catalog Org School Code

Field Description Select to indicate that this school is accredited Select to indicate that transcripts from this school are in a foreign language and must be translated. Select a school type, ie: College, University, Vocational, etc.

Field Description Enter the appropriate codes for this school. • ATP • Note: Many colleges and universities have both a 4 and 6-digit ATP Code. The 4 digit code is used to indicate college-level course work for the purpose of transfer credit evaluation. • FICE • ACT • IPEDS • NCES

Field Description Select the default Career value (i.e.: High School, Undergrad, Grad, etc.), to be used for transfer credit process. Select the default Term Type value (i.e.: Quarter, Semester, etc.), to be used for transfer credit process. Select the default Unit Type value (i.e.: Semester, Units, etc.), to be used for transfer credit process.

Field Description Enter the district in which this organization is located. Select checkbox to indicate that this organization participates in a shared catalog with another school. Enter the secondary school with which this organization shares a catalog. Enter the code for the higher education institution with which this organization shares a catalog.

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SR Reference Guide

Topic 3:

View/Update External Subject Areas

In the transfer credit processes, courses are organized by subject area. These subject areas must be defined in the External Subjects Table. These subject area values are CUNY-wide and are used to group and organize the courses that are added to the catalogs of the individual external organizations. The External Subject Table can be found by navigating to: Set up SACR > Common Definitions > External Education > External Subjects

Step Summary 1. 2. 3. 4. 5.

Navigate to the External Subject table. Click the Add a New Value page – orSearch for an existing value. Enter and/or update data fields. Save.

Detailed Information Use the Add a New Value page to define the External Subject Area code.

Click the Add button to open the new External Subject page. Alter the Effective Date if necessary, and enter a Description and Short Description for the new subject area.

The following table describes the fields on the External Subject Table page. Field

Field Description Last Updated: October 30, 2013| Page: 671

Field Academic Interest

SR Reference Guide Field Description Select this check box to permit this code to be used as both an academic interest code and an external subject code. Academic interests are external subject areas in which a prospect or applicant has expressed interest that might not be offered by program. If user wants to record those interests for recruiting and analysis purposes, define them here. When user enters external subjects for a prospect or applicant on the Education page, all codes defined in this table are available. When user enters academic interests for a prospect or applicant on the Academic Interests page, only the codes that are defined as academic interests on this page are available.

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SR Reference Guide

Topic 4:

Update External Organization’s Subjects

For the external catalog to be built for a specific external organization, subjects must first be linked to that organization. The School Subject Maintenance component can be found by navigating to Set up SACR > Common Definitions > External Education > School Subject Maintenance

Step Summary 1. 2. 3. 4. 5.

Navigate to the School Subject Maintenance component. Search for the External Organization to whose catalog subjects are to be linked. Enter subject name and details and the Subject Area to which the subject belongs. Click the Add a New Row button to link each additional subject to this external organization. Save.

Detailed Information Use the School Subject Maintenance component to link subjects to external organizations.

Note: •

•

The value for the “School Subject” field is the designation given by the external organization for courses it offers. The School Subject is then associated with an External Subject Area already established in the External Subject Table. In some cases, the School Subject and External Subject Area may be identical: that is, Accounting courses offered at an external institution may be designated “ACCT” and the value used in the External Subject Area table is also spelled “ACCT.” In that instance, the value entered in both fields (School Subject and External Subject Area) would be the same.

The following table describes the fields in the School Subject Maintenance component. Field School Subject External Subject Area

Topic 5:

Field Description The subject designation for courses offered at this external institution. The subject area found in the External Subject Table, to which the School Subject of this external institution is to be associated.

Create/Update External Courses

After subjects are linked to external organizations, specific courses for which students’ credits are to be transferred must be entered into the external catalog and classified by subject area. For this purpose, the School Course Classification component is used. Last Updated: October 30, 2013| Page: 673

SR Reference Guide The School Course Classification component can be found by navigating to Set up SACR > Common Definitions > External Education > School Course Classification

Step Summary 1. 2. 3. 4. 5.

Navigate to the School Course Classification component. Select a School Subject of a specific external institution. Enter course number and details, including subject area and career. Click the Add a New Row button to enter each new course for this School Subject for this institution. Save.

Detailed Information Search for a School Subject within a given External Organization.

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SR Reference Guide Use the School Course Classification component to add courses to a School Subject at an external institution.

The following table describes the fields in the School Course Classification component. Field School Course Number Description External Subject Area Career External Course Type Course Level External Units

Field Description Number of the course offered at the external organization. Course name as listed at the external organization. Subject area to which the course is to be associated. The career for this course at the specified external organization. Further classification can be added to a course (e.g. “Course,” “Event”). The level of the course can be designated (examples: Freshman, Sophomore, Honors, Doctoral, etc.) This field is not required. The number of units the course is worth at the external organization.

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SR Reference Guide

Chapter 2 – Set up for Automated Course/Test Credit Before a student’s transfer credit can be posted using the automated process, certain set-up procedures must be carried out. This chapter discusses the steps necessary for the setup of automated course transfer credit.

Chapter Objectives Upon completion of this chapter, learners will be able to: • • • •

create/modify course equivalents using the Transfer Subject Area component create/modify Course Transfer Rules assign course transfer rules to academic programs create test transfer rule.

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Topic 1:

Create Course Equivalents

Before transfer credit can be posted to the system using the automated process, the Incoming Courses offered by a source institution must be associated with their Internal Equivalents at the target institution, using the Transfer Subject Area component. A Transfer Subject Area is the building block for the Course Transfer Rules that will be used in the automated transfer credit process. A Transfer Subject Area is an entity consisting of transfer components which link courses offered at an outside institution with equivalent courses at the institution where credit is to be transferred. For example, a Transfer Subject Area can be created at Hunter College for the transfer of English courses offered at Borough of Manhattan Community College; or for Math courses offered at NYU. Within these Transfer Subject Areas, each course for which transfer credit will be granted is equated with a specific course offered at (in this case) Hunter College. When the automated process is run for a student who has completed one or more of these courses, the system grants the appropriate transfer credit based on these established equivalencies. Note:

• •

Courses offered at other CUNY institutions (colleges) will be present in the system. This is true for only those colleges that are “live” in Campus Solutions in CUNYfirst. Courses offered at non-CUNY institutions must be entered into an “External Catalog” using the School Course Classification component.

The Transfer Subject Area component can be found by navigating to Records and Enrollment > Transfer Credit Rules > Transfer Subject Area

Step Summary 1. Navigate to the Transfer Subject Area component. 2. Choose Add a New Value. 3. Enter Academic Institution, Source ID (of the external organization whose courses will comprise this Transfer Subject Area) and a “Component Subject Area” name. 4. Enter default values to apply to all courses contained in this Transfer Subject Area. 5. Select the Subject Elements Area page. 6. Enter/select an incoming course whose credits are to be transferred. 7. Click the Incoming Course Information link (only if necessary to modify unit, GPA or date defaults. Then click OK). 8. Enter/select corresponding internal equivalent courses, along with grading, number of units and other conditions to apply. 9. Add new rows for additional incoming courses and their equivalents. 10. Save.

Detailed Information To create a new Transfer Subject Area, add a new value associating: The Academic Institution into which credit is to be transferred, the Source ID of the institution from which credit is to be transferred and user-created Component Subject Area name.

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Use the Transfer Subject Area page to give a description to this Transfer Subject Area and to establish defaults for its components. Note: The word “component” has a different meaning here than that used elsewhere in this guide. In the context of this function, the word “component” should be understood as every instance of one or more incoming course linked with one or more internal equivalent course. These components will be defined on the Subject Area Elements page.

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SR Reference Guide The following table describes the fields on the Transfer Subject Area page of the Transfer Subject Area component. Field Description Catalog Org Type

Source ID

Component Defaults group Field Min/Max Units Term Type

Min/Max Grade Pts per Unit (points per unit) Internal Equiv (equivalent) Course Value

Field Description A description of this Transfer Subject Area (example: “English” or “History.”) Upon first creation of the Transfer Subject Area, this field reflects whether the catalog source is an External or Internal (CUNY) institution, and can be changed. As soon as one incoming course is linked with its internal equivalent on the Subject Area Elements page and the data is saved, this field appears grey and may not be updated thereafter. The identification code of the institution from which the credits are to be transferred. Upon first creation of the Transfer Subject Area, this field reflects the Source ID of the selected institution, and can be changed. As soon as one incoming course is linked with its internal equivalent on the Subject Area Elements page and the data is saved, this field appears grey and may not be updated thereafter.

Field Description The default minimum and maximum units for all incoming courses that user defines for this component subject area of the specified source. The default term type for all incoming courses that user defines for this component subject area of the specified source. By default, the system displays the term type defined on the School Data page in the Organization School Data component The default minimum and maximum grade points per unit for all incoming courses that user defines for this component subject area of the specified source The default method for determining the value in units for each internal equivalent in this Transfer Subject Area. This can be overridden for specific courses on the Subject Area Elements page (see below). Choose from the following options: • Use Catalog Units: The system determines the number of units that the student will get for the incoming course based on the unit setting for the internal equivalent course in the course catalog. • Specify Maximum Units: The system uses the units of the incoming course but will not exceed the maximum units that user enters in the Max Units to Transfer field. • Specify Fixed Units: The system awards the student the number of units that user enters in the Units field.

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SR Reference Guide Subject Area Elements page Use the Subject Area Elements page to define the incoming courses whose credits are to be transferred from the source institution and to link those incoming courses with internal equivalent courses at the receiving institution. Note that the values displayed in some fields (Description, Term Type, Internal Equiv (equivalent) Course Value) have carried over as defaults from the previous page. These can be overridden per element.

Note: For both the Incoming Course and the Internal Equivalent, additional rows may be added, enabling a one-to many, many-to-one, or many-to-many relationship to accommodate scenarios where one or more incoming course can be made equivalent to one or more internal equivalent. The following table describes the fields on the Subject Area Elements page of the Transfer Subject Area component. Subject Area Elements group Field Sequence Number

Description

Term Type Transfer Course

Field Description The numeric counter that distinguishes each transfer component of the subject area from other transfer components. By default, the system populates the first sequence number of the component subject area as 0001 and increases the number by one as transfer components are added. By default, the system displays the description entered on the Transfer Subject Area page. User can override this default value to distinguish this component from others in this Transfer Subject Area. By default the system displays the term type from the Transfer Subject Area page. This value can be overridden per component. Select checkbox to have the incoming course (or courses) transfer, provided that the student’s incoming course meets all conditions of the course transfer rule to which this Transfer Subject Area is attached. Clear checkbox to have the Transfer Credit process reject the incoming courses that user enters on this row. A course evaluated in this way will have a status of “rejected” on the Transfer Course Details page of the Course Credits component

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Field Transfer Priority

Contingent Credit

Internal Equivalent Course Value

SR Reference Guide Field Description Enter the transfer priority number for this transfer component. The Transfer Credit process evaluates the courses within the component subject area according to the transfer priority of each transfer component. The transfer component that has the highest priority takes precedence. Select to have the incoming course (or courses) transfers to the academic institution as contingent credit, provided that the individual’s incoming course meets all conditions of the course transfer rule to which this component subject area is assigned. A course evaluated in this way will have a status of contingent on the Transfer Course Details page of the Course Credits component. User can manually change the status of the incoming course from contingent to accepted once the individual meets the contingency. The value selected on the Transfer Subject Area page appears by default, but can be changed per component. Choose from the following: Use Catalog Unit: The system determines the number of units the student will get for the incoming course based on the unit setting for the internal equivalent course in the course catalog. Specify Maximum Units: With two internal equivalents, the system adds the values of the incoming courses to determine the total amount that is available to transfer, up to the maximum specified, and uses the rest for the excess course when the Save Excess Units to a Course check box is selected. Note: Entering this value precludes the user from having two internal equivalents without selecting the Save Excess Units to a Course check box. To use a many-to-many or one-to-many rule, select Specify Fixed Units or Use Catalog Units. Specify Fixed Units: The system uses the number of units that user enters in the Units field, which appears in the Internal Equivalent group box when user selects this option. By default, the system populates the Units field with the course catalog unit value of the internal equivalent when the transfer rule is set up. This value can be changed.

Save Excess Units to a Course

Note: If the unit value or effective date in the course catalog changes, the Units field on this page does not change Select to save excess units from the incoming course to a specified internal course. For example, if the incoming course was taken for four units, and the internal equivalent course is worth only three units, the extra unit can be credited to a second internal course, most likely an elective course. Note: Only one excess unit course can be assigned per transfer equivalency rule. Also, user cannot save excess units to a course when there is more than one internal equivalent.

Incoming Course group Field Seq # (Sequence Number)

Wildcard

Subject

Field Description The system automatically assigns a sequential number to each incoming course to identify unique transfer component records within the data table. These sequence numbers have no programming significance Select to use the # wildcard character at the end of the Course Number field value for the incoming course. If user clears this check box, the system requires user to use a complete course number The subject area of the incoming course. For incoming courses from external organizations, define subject values on the School Subject Maintenance page. For incoming courses from internal academic institutions, subject areas are tied to courses in that academic institution’s course catalog. Last Updated: October 30, 2013| Page: 681

Field Course Number

SR Reference Guide Field Description The course number for the incoming course. For an external source, the system prompts with courses associated with the external organization on the School Course Classification page. For an internal source, the system prompts with courses defined for that academic institution in the Course Catalog. If the Wildcard check box was selected, the # wildcard character can be substituted for the last character of the course number to map a series of incoming courses to one internal equivalent course. For example, user can enter 1# to map course numbers 10 through 19 to a specific internal equivalent course, user can enter 10# to map course numbers 100 through 109 to specific internal equivalent course, or user can enter 1## to map all 100 level courses to a specific internal equivalent course.

Internal Equivalent group Field Course ID Offer Number (Offering Number) Units

Max Units to Transfer

Default Grade

Field Description ID of the course that is equivalent to the incoming course for this transfer component. Defaults to the offer number of the course that user entersed, as defined in the course catalog. This field appears when user selects Specify Fixed Units in the Internal Equiv (equivalent) Course Value field (above). Enter the number of units that user wants the internal equivalent to be worth, regardless of the number of units the incoming course is worth. This field appears when user selects Specify Fixed Units in the Internal Equiv (equivalent) Course Value field (above). Enter the maximum number of units that a student can transfer for this incoming course. For example, if the incoming course is a variable unit course that can be taken for one to five units, and user wants the system to use the incoming units to populate the internal equivalent units, but user wants to accept only up to three units for this course, user could enter 3 in this field. However, if user wants the system to use the units of the incoming course, but do not want to impose a maximum, accept the default of 99. Enter a value in this field to indicate how the Transfer Credit process should determine the grades for internal equivalent courses. Enter the value of Incoming Course in the Default Grade field if user wants the Transfer Credit process to copy the grade from the incoming course to the internal equivalent course. When user enters this value, the Course field becomes available. For many-to-one and many-to-many equivalency rules, enter a value in the Course field to indicate which course user wants the transfer credit process to use. In a many-to-many rule, each internal equivalent can use a different incoming course to determine the grade. Enter the value of By Transfer Equivalency Setup in the Default Grade field if user wants the Transfer Credit process to use the transfer grade value defined on the Academic Program Table component for the academic program specified on the transfer credit model. The By Grade Order value is available only for many-to-one and many-to-many equivalency rules. When user enters this value, the Grade Order field becomes available. The value that user enters in this field determines which incoming grade the Transfer Credit process uses. For example, if the rule is that two incoming courses—ENG101 with a grade of A and ENG102 with a grade of B—can be transferred as the internal equivalent ENGL1301, and user enters a grade order of 2nd Highest, the Transfer Credit process transfers the B grade to the internal equivalent course.

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SR Reference Guide Incoming Course Information link Once an incoming course has been entered/selected, use the Incoming Course Information link to display key elements of the incoming course.

Clicking the Incoming Course Information link displays the information previously recorded for this course in the School Course Classification/Course Catalog component.

The upper area of the page reflects course information from the external catalog. The lower area of the page contains default data that can be modified. The following table describes the fields on the Incoming Course Information page of the Transfer Subject Area component. Field Begin/End Date

Field Description By default, the system populates the begin and end date of the incoming course with 01/01/1900 and 12/31/9999. These default values can be overridden. These dates inform the Transfer Credit process when this incoming course is valid for the course transfer equivalency rule to which user attaches this component subject area. Last Updated: October 30, 2013| Page: 683

Field Min/Max Units

Min/Max Grade Pts per Unit (Points per Unit) Maximum Age

SR Reference Guide Field Description The system displays the default minimum and maximum units for incoming courses within this component subject area. These default values can be overridden. For example, user might want to specify the same incoming course twice but differentiate each specification by how many units are earned. In this case, specify the same incoming course multiple times but with different minimum and maximum unit ranges The system displays the default minimum and maximum grade points per unit for incoming courses within this component subject area. These default values can be overridden. This field defines the maximum age in years of the incoming course. This prevents an individual from transferring credit for this course when the individual took the course more years ago than the number specified here. By default, the system sets the maximum age of an incoming course to 99 years, this default value can be overridden. For instance, an individual can be restricted from receiving transfer credit for a course taken more than 4 years previous to the date the transfer credit is processed.

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SR Reference Guide

Topic 2:

View/Update a Transfer Subject Area

Once a Transfer Subject Area has been created, the parameters and rules governing its incoming courses and internal equivalents may need to be modified. Also, more incoming courses and internal equivalents may need to be added or changed. The Transfer Subject Area component can be found by navigating to Records and Enrollment > Transfer Credit Rules > Transfer Subject Area

Step Summary 1. Navigate to the Transfer Subject Area component. 2. Find an existing value: Search by Academic Institution, Source ID (of the external organization to which this Transfer Subject Area belongs) and “Component Subject Area.” 3. Modify necessary values. 4. Enter (if needed) additional incoming courses whose credits are to be transferred. 5. Click the Incoming Course Information link (only if necessary to modify unit, GPA or date defaults. Then click OK). 6. Enter/select corresponding internal equivalent courses, along with grading, number of units and other conditions to apply. 7. Save.

Detailed Information Use the Transfer Subject Area page to modify the description or component defaults for this Transfer Subject Area.

The following table describes the fields on the Transfer Subject Area page of the Transfer Subject Area component. Field Description

Field Description A description of this Transfer Subject Area (example: “English” or “History.”)

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Field Catalog Org Type

Source ID

Component Defaults group Field Min/Max Units Term Type

Min/Max Grade Pts per Unit Internal Equiv (equivalent) Course Value

SR Reference Guide Field Description Upon first creation of the Transfer Subject Area, this field reflects whether the catalog source is an External or Internal (CUNY) institution, and can be changed. As soon as one incoming course is linked with its internal equivalent on the Subject Area Elements page and the data is saved, this field appears grey and may not be updated thereafter. The identification code of the institution from which the credits are to be transferred. Upon first creation of the Transfer Subject Area, this field reflects the Source ID of the selected institution, and can be changed. As soon as one incoming course is linked with its internal equivalent on the Subject Area Elements page and the data is saved, this field appears grey and may not be updated thereafter.

Field Description The default minimum and maximum units for all incoming courses that user defines for this component subject area of the specified source. The default term type for all incoming courses that user defines for this component subject area of the specified source. By default, the system displays the term type defined on the School Data page in the Organization School Data component The default minimum and maximum grade points per unit for all incoming courses that user defines for this component subject area of the specified source The default method for determining the value in units for each internal equivalent in this Transfer Subject Area. This can be overridden for specific courses on the Subject Area Elements page (see below). Choose from the following options: • Use Catalog Units: The system determines the number of units that the student will get for the incoming course based on the unit setting for the internal equivalent course in the course catalog. • Specify Maximum Units: The system uses the units of the incoming course but will not exceed the maximum units that user enters in the Max Units to Transfer field. • Specify Fixed Units: The system awards the student the number of units that user enters in the Units field.

Subject Area Elements page Use the Subject Area Elements page to modify the sequence, parameters and rules governing the incoming courses and their internal equivalents for this Transfer Subject Area; also to enter additional incoming courses and their internal equivalents.

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Note: For both the Incoming Course and the Internal Equivalent, additional rows may be added, enabling a oneto many, many-to-one, or many-to-many relationship to accommodate scenarios where one or more incoming course can be made equivalent to one or more internal equivalent. The following table describes the fields on the Subject Area Elements page of the Transfer Subject Area component. Subject Area Elements group Field Sequence Number

Description

Term Type Transfer Course

Transfer Priority

Field Description The numeric counter that distinguishes each transfer component of the subject area from other transfer components. By default, the system populates the first sequence number of the component subject area as 0001 and increases the number by one as transfer components are added. By default, the system displays the description entered on the Transfer Subject Area page. User can override this default value to distinguish this component from others in this Transfer Subject Area. By default the system displays the term type from the Transfer Subject Area page. This value can be overridden per component. Select checkbox to have the incoming course (or courses) transfer, provided that the student’s incoming course meets all conditions of the course transfer rule to which this Transfer Subject Area is attached. Clear checkbox to have the Transfer Credit process reject the incoming courses that user enters on this row. A course evaluated in this way will have a status of “rejected” on the Transfer Course Details page of the Course Credits component Enter the transfer priority number for this transfer component. The Transfer Credit process evaluates the courses within the component subject area according to the transfer priority of each transfer component. The transfer component that has the highest priority takes precedence.

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Field Contingent Credit

Internal Equivalent Course Value

SR Reference Guide Field Description Select to have the incoming course (or courses) transfer to the academic institution as contingent credit, provided that the individual’s incoming course meets all conditions of the course transfer rule to which this component subject area is assigned. A course evaluated in this way will have a status of contingent on the Transfer Course Details page of the Course Credits component. User can manually change the status of the incoming course from contingent to accepted once the individual meets the contingency. The value selected on the Transfer Subject Area page appears by default, but can be changed per component. Choose from the following: Use Catalog Unit: The system determines the number of units the student will get for the incoming course based on the unit setting for the internal equivalent course in the course catalog. Specify Maximum Units: With two internal equivalents, the system adds the values of the incoming courses to determine the total amount that is available to transfer, up to the maximum specified, and uses the rest for the excess course when the Save Excess Units to a Course check box is selected. Note: Entering this value precludes the user from having two internal equivalents without selecting the Save Excess Units to a Course check box. To use a many-to-many or one-to-many rule, select Specify Fixed Units or Use Catalog Units. Specify Fixed Units: The system uses the number of units that user enters in the Units field, which appears in the Internal Equivalent group box when user selects this option. By default, the system populates the Units field with the course catalog unit value of the internal equivalent when the transfer rule is set up. This value can be changed.

Save Excess Units to a Course

Note: If the unit value or effective date in the course catalog changes, the Units field on this page does not change Select to save excess units from the incoming course to a specified internal course. For example, if the incoming course was taken for four units, and the internal equivalent course is worth only three units, the extra unit can be credited to a second internal course, most likely an elective course. Note: Only one excess unit course can be assigned per transfer equivalency rule. Also, user cannot save excess units to a course when there is more than one internal equivalent.

Incoming Course group Field Seq # (Sequence Number)

Wildcard

Subject

Field Description The system automatically assigns a sequential number to each incoming course to identify unique transfer component records within the data table. These sequence numbers have no programming significance Select to use the # wildcard character at the end of the Course Number field value for the incoming course. If user clears this check box, the system requires user to use a complete course number The subject area of the incoming course. For incoming courses from external organizations, define subject values on the School Subject Maintenance page. For incoming courses from internal academic institutions, subject areas are tied to courses in that academic institution’s course catalog.

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Field Course Number

SR Reference Guide Field Description The course number for the incoming course. For an external source, the system prompts with courses associated with the external organization on the School Course Classification page. For an internal source, the system prompts with courses defined for that academic institution in the Course Catalog. If the Wildcard check box was selected, the # wildcard character can be substituted for the last character of the course number to map a series of incoming courses to one internal equivalent course. For example, user can enter 1# to map course numbers 10 through 19 to a specific internal equivalent course, user can enter 10# to map course numbers 100 through 109 to specific internal equivalent course, or user can enter 1## to map all 100 level courses to a specific internal equivalent course.

Internal Equivalent group Field Course ID Offer Number (Offering Number)

Field Description ID of the course that is equivalent to the incoming course for this transfer component. Defaults to the offer number of the course that user enters, as defined in the course catalog.

Units This field appears when user selects Specify Fixed Units in the Internal Equiv (equivalent) Course Value field (above). Enter the number of units that user wants the internal equivalent to be worth, regardless of the number of units the incoming course is worth. Max Units to Transfer This field appears when user selects Specify Fixed Units in the Internal Equiv (equivalent) Course Value field (above).

Default Grade

Enter the maximum number of units that a student can transfer for this incoming course. For example, if the incoming course is a variable unit course that can be taken for one to five units, and user wants the system to use the incoming units to populate the internal equivalent units, but user wants to accept only up to three units for this course, user could enter 3 in this field. However, if user wants the system to use the units of the incoming course, but do not want to impose a maximum, accept the default of 99. Enter a value in this field to indicate how the Transfer Credit process should determine the grades for internal equivalent courses. Enter the value of Incoming Course in the Default Grade field if user wants the Transfer Credit process to copy the grade from the incoming course to the internal equivalent course. When user enters this value, the Course field becomes available. For many-to-one and many-to-many equivalency rules, enter a value in the Course field to indicate which course user wants the transfer credit process to use. In a many-to-many rule, each internal equivalent can use a different incoming course to determine the grade. Enter the value of By Transfer Equivalency Setup in the Default Grade field if user wants the Transfer Credit process to use the transfer grade value defined on the Academic Program Table component for the academic program specified on the transfer credit model. The By Grade Order value is available only for many-to-one and many-to-many equivalency rules. When user enters this value, the Grade Order field becomes available. The value that user enters in this field determines which incoming grade the Transfer Credit process uses. For example, if the rule is that two incoming courses—ENG101 with a grade of A and ENG102 with a grade of B—can be transferred as the internal equivalent ENGL1301, and user enters a grade order of 2nd Highest, the Transfer Credit process transfers the B grade to the internal equivalent course. Last Updated: October 30, 2013| Page: 689

SR Reference Guide Incoming Course Information link Once an incoming course has been entered/selected, use the Incoming Course Information link to display key elements of the incoming course.

Clicking the Incoming Course Information link displays the information previously recorded for this course in the School Course Classification component.

The upper area of the page reflects course information from the external catalog. The lower area of the page contains default data that can be modified. The following table describes the fields on the Incoming Course Information page of the Transfer Subject Area component. Field Begin/End Date

Field Description By default, the system populates the begin and end date of the incoming course with 01/01/1900 and 12/31/9999. These default values can be overridden. These dates inform the Transfer Credit process when this incoming course is valid for the course transfer equivalency rule to which user attaches this component subject area. Last Updated: October 30, 2013| Page: 690

Field Min/Max Units

Min/Max Grade Pts per Unit (Points per Unit) Maximum Age

SR Reference Guide Field Description The system displays the default minimum and maximum units for incoming courses within this component subject area. These default values can be overridden. For example, user might want to specify the same incoming course twice but differentiate each specification by how many units are earned. In this case, specify the same incoming course multiple times but with different minimum and maximum unit ranges The system displays the default minimum and maximum grade points per unit for incoming courses within this component subject area. These default values can be overridden. This field defines the maximum age in years of the incoming course. This prevents an individual from transferring credit for this course when the individual took the course more years ago than the number specified here. By default, the system sets the maximum age of an incoming course to 99 years, this default value can be overridden. For instance, an individual can be restricted from receiving transfer credit for a course taken more than 4 years previous to the date the transfer credit is processed.

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Topic 3:

Create One-to-One Rule

1. Check to make sure the Description and Term Type are correct. 2. In the Incoming Course section, select the appropriate Subject. 3. In the Incoming Course section, select the appropriate course under Course Number. 4. In the Incoming Course section, Click the Incoming Course Information link and update as needed. 5. In the Internal Equivalent section, select the appropriate Course ID. Offer Number, Units and Default Grade. 6. Click

Topic 4:

.

Create Two-to-One Rule

1. After the first course is defined, click the in the Incoming Courses window. 2. For the new row, select the appropriate Subject. 3. Select the appropriate course under Course Number. 4. Click the Incoming Course Information link and update as needed. 5. Repeat for all the courses needed. 6. Click

Topic 5:

Create One-to-Two Rule

1. After the first course is defined, Click the in the Internal Equivalent window. 2. For the new row, in the Internal Equivalent area, select the appropriate Course ID, Offer Number, Units and Default Grade. 3. Click

Topic 6:

.

Create Many-to-Many Rule

1. Follow steps 1 through 4 in the two-to-one rule. 2. Click the in the Internal Equivalent window. 3. For the new row, in the Internal Equivalent area, select the appropriate Course ID, Offer Number, Units and Default Grade. 4. Repeat for all the courses needed. 5. Click

.

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Topic 7:

Create a Copy of Transfer Subject Area (Batch Process)

It may become necessary to copy some or all of the transfer components within an existing Transfer Subject Area, for the purpose of creating a new Transfer Subject Area. An example of how this can be used is as follows: Suppose the transfer equivalents for certain art courses must be different for declared art majors than they are for non-art majors. Suppose at the same time that the main bulk of the transfer equivalents for art courses are the same—whether the student is an art major or not. The transfer components that are the same can be copied from an existing Transfer Subject Area into a new Transfer Subject Area. Then, new transfer components may be created within that new Transfer Subject Area, only for those few courses whose equivalents are different for art majors. The newly created Transfer Subject Area can then be attached to a different Transfer Rule. That rule can then be assigned to the specific program/plan combination. A transfer subject area is copied using the Copy Subject Areas component. The Copy Subject Areas component is found by navigating to Records and Enrollment > Transfer Credit Rules > Copy Subject Areas.

Step Summary 1. 2. 3. 4. 5. 6. 7. 8. 9.

10. 11. 12. 13. 14.

Navigate to the Copy Subject Areas component. Add a new Run Control ID or find an existing one. Enter a description. Enter or select the academic institution to which the credit is being transferred. Enter or select the Source ID of the organization from which the credit is being transferred. Enter or select the Component Subject Area to be copied. Enter or select the Effective Date of the Component Subject Area from which the copied data is to be drawn. If necessary (it will usually not be), specify a single Incoming Subject, to filter only those transfer components belonging to that Incoming Subject. If copying from a range of components within the Transfer Subject Area, enter the appropriate component sequence numbers in the “From/To Component Seq#” (Sequence Number) fields. If copying from all of the components, leave the default values (0001:9999) unchanged. Create an ID (up to 16 characters) and description for the new Transfer Subject Area being created, to which the selected transfer components will be copied. Click the Fetch Data button. The system will display all of the desired transfer components of the existing Transfer Subject Area. Select all or some of the transfer components that are to be copied. If desired, filter the transfer components to show only those selected. Click the Run button to run the process. For further information on running a process, see the Appendix.

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Detailed Information After navigation to the Copy Subject Areas component, add a new Run Control ID, or search for an existing one.

The Subject Area Copy Function page appears.

Note: The Incoming Subject field and Break by Incoming Subject checkbox. These will disappear if a Component Subject Area is selected that contains only one incoming subject (see below).

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SR Reference Guide Here is the same page with a Component Subject Area selected which contains only one incoming subject. The two fields referred to above have disappeared. Use this page to designate the academic institution to which the transfer subject area that is being copied belongs, the source ID of the institution from which the credit is being transferred, the Component Subject Area being copied, the effective date from which the data is to be drawn, and, if necessary the range of component sequence numbers to be copied. Give the target Component Subject Area an ID code and description, and an effective date.

The following table describes the fields on the Subject Area Copy Function page of the Copy Subject Areas component. Field From Seq # (Sequence Number)

Description Academic Institution Source ID Component Subject Area (Same as Transfer Subject Area) Effective Date Incoming Subject (upper illustration)

Break by Incoming Subject (upper illustration)

Field Description The sequence number is the numeric counter that distinguishes each row of the process request apart from other rows. By default, the system sets the first sequence number to 1 and increases the number by one as rows are added. Enter a description for this row of the process request. A specific college within CUNY, identified by an alphanumeric code. Enter or select the academic institution to which the transfer subject area is to be copied. The identification code of the institution from which the credits are to be transferred. An entity consisting of transfer components which link courses offered at an outside institution with equivalent courses at the institution where credit is to be transferred. Enter or select the Component Subject Area to be copied. Select the effective date from which the Component Subject Area data is to be drawn. This field appears only when the selected Component Subject Area contains transfer components for more than one subject. An example would be where the source institution changed the spelling of its economics courses from “ECO” to “ECON.” The transfer components within the Component Subject Area whose incoming subject is spelled “ECON” can then be filtered from the others, and only these will display when the Fetch button (see below) is clicked. This field appears only when the selected Component Subject Area contains transfer components for more than one subject. Select to break by incoming subject all the transfer components of the specified component subject area. Last Updated: October 30, 2013| Page: 695

Field From Component Seq# To Component Seq# (Sequence Number)

SR Reference Guide Field Description To designate a range of transfer components within the selected Component Subject Area, enter low and high limits of the range of sequence numbers to be copied.

To Subject Area Info group Field To Component Subject Area (same as Transfer Subject Area) Descr (Description) Effective Date To

Field Description Create an ID code for the new Component Subject Area to which the transfer components will be copied. Enter a description for the new Component Subject Area Enter the effective date for the new Component Subject Area.

Fetch Data button Click the Fetch Data button to retrieve all of the desired transfer components to be copied.

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SR Reference Guide With the Fetch Data button clicked, the transfer components appear at the bottom of the screen (in this instance, the first of 13 components is displayed). Note that the Sequence number of the first component corresponds to the number entered in the From Component Seq# (Sequence Number) field.

Click the View All link to view all the components on the screen at once. Use the checkbox to the left of each sequence number to select those components to be copied to the new Component Subject Area.

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The Filter button may be used to view only those components that are selected, but is not necessary to the process

When all the components to be copied have been selected, click the Run button to copy the selected components of the transfer subject area.

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For more information on running a process, see the Appendix.

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Topic 8:

Create a Course Transfer Rule

Once Transfer Subject Areas have been defined, they now can be attached to a Course Transfer Rule. A Course Transfer Rule typically contains a number of Transfer Subject Areas. It can then be used to process all the transfer credits of a student entering a specific Academic Program at a given Academic Institution. Multiple Course Transfer Rules may be created for credits to be transferred from the same external institution. For example, transfer credit may need to be applied differently for students transferring into different programs and/or plans, and so different Course Transfer Rules may be created for each The Course Transfer Rule component can be found by navigating to Records and Enrollment > Transfer Credit Rules > Course Transfer Rule

Step Summary 1. Navigate to the Course Transfer Rule component. 2. Select Add a New Value. 3. Enter Academic Institution, Source ID (of the external institution whose Transfer Subject Areas will be incorporated in this rule) and give the Course Transfer Rule a name. 4. Click Add. 5. Enter a description of the rule. 6. Select one of the Transfer Subject Areas already created for this source institution. 7. Add additional rows (if needed) of Transfer Subject Areas. 8. Save.

Detailed Information Add a new value to associate the Source ID (of the institution from which credits are to be transferred) with the home Academic Institution and give this rule a name. To create a new Course Transfer Rule, add a new value associating: • • •

the Academic Institution into which credit is to be transferred the Source ID of the institution from which credit is to be transferred and user-created Equivalency Rule name.

Click the Add button. Use the Course Transfer Rules page to attach Transfer Subject Areas already created for this source institution.

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Enter a Description that will best identify how this course transfer rule will be used. Use the lookup tool to select a Transfer Subject Area Select a Transfer Subject Area.

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Add new rows to select each of the Transfer Subject Areas to be attached to this rule. Click the Save button when all necessary Transfer Subject Areas have been attached to this Course Transfer Rule.

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Topic 9:

View/Update a Course Transfer Rule

Once Transfer Subject Areas have been defined, they now can be attached to a Course Transfer Rule. A Course Transfer Rule typically contains a number of Transfer Subject Areas. It can then be used to process all the transfer credits of a student entering a specific Academic Program at a given Academic Institution. Multiple Course Transfer Rules may be created for credits to be transferred from the same external institution. For example, transfer credit may need to be applied differently for students transferring into different programs and/or plans, and so different Course Transfer Rules may be created for each The Course Transfer Rule component can be found by navigating to Records and Enrollment > Transfer Credit Rules > Course Transfer Rule

Step Summary 1. Navigate to the Course Transfer Rule component. 2. Search for the existing rule by Academic Institution, Source ID (of the external organization to which the rule applies) and/or Equivalency Rule (rule name). 3. Add one or more rows of Transfer Subject Areas to be incorporated in this rule (or delete a row if necessary). 4. Save.

Detailed Information Use the Course Transfer Rule page to add or delete one or more Transfer Subject Area of a given rule.

Save.

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Topic 10: Update Transfer Rules for a Program (Program/Source Equivalency) Once a Course Transfer Rule has been established, it must be assigned to an Academic Program at the college to which the credit is to be transferred, using the Program/Source Equivalency component. A rule can also be attached, if necessary, to a specified combination of Academic Program and Academic Plan. Different Program/Source Equivalencies may be needed for different Academic Programs at the same institution. For example, course equivalencies for transfer of credit for a student entering the Master of Arts program may be different from those needed for a student entering the Master of Fine Arts program. Different Course Transfer Rules would need to be created and then attached to their respective programs using the Program/Source Equivalency component. Further, different Course Transfer Rules can be created for different combinations of Academic Program and Plan. For example, a Course Transfer Rule for students entering the Undergraduate Program with a Plan (major) of English, may be different from one for undergraduate students with a Plan other than English. The Program/Source Equivalency component can be found by navigating to Records and Enrollment > Transfer Credit Rules > Program/Source Equivalency

Step Summary 1. Navigate to the Program/Source Equivalency component. 2. Add a New Value specifying Academic Institution, Academic Program, (Academic Plan is optional) and the Source ID of the source institution. 3. Enter or modify Basic data including Effective Date, Description and Grading information on the Basic page. 4. Specify the Rule Source Type, Rule Source ID and Course Equivalency Rule to be applied to transfer credit for students activated in the specified Academic Program (and Plan if applicable). 5. Save

Detailed Information Add a New Value, specifying Academic Institution, Academic Program, (Academic Plan is optional) and the Source ID of the source institution. Click the Add button.

Use the Basic page to enter or modify Basic data including Effective Date, Description and Grading information for transfer credits of students activated in the specified Academic Program (and Plan, if applicable).

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The following table describes the fields on the Basic page of the Program/Source Equivalency component. Field Effective Date Description

Grading Scheme

Grading Basis

Transfer Grade

Transfer HS Courses

Field Description The system uses the effective date in conjunction with the Articulation Term specified in the transfer process to determine the validity of equivalency rules Enter a description that will best represent the equivalency rules to be applied to courses transferred from the specified source institution for students activated in the specified Academic Program (and Plan, if applicable). By default, the system displays the grading scheme of the specified academic program. It can be overridden. This grading scheme defines all of the valid grading bases from which a transfer grade can be selected for this academic program/plan and source combination. By default, the system displays the grading basis default for transfer credit according to the specified academic program. It can be overridden. This grading basis defines all of the valid grades from which a transfer grade can be selected for this academic program, academic plan, and source combination. By default, the system displays the default transfer grade of the specified academic program. It can be overridden. This transfer grade defines the grade that an individual receives for courses that articulate into the specified academic program or academic plan. Select checkbox to include any course taken during high school in an individual’s transfer credit for this academic program, academic plan, and source combination. Clear checkbox to exclude courses taken during high school.

Rules Specification page Use the Rules Specification page to specify the Course Transfer Rule to be applied to transfer credits for students activated in the specified Academic Program (and Plan, if applicable).

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Note: The “Override” and “Agreement” rows may be used to establish rules that can, if needed, override the Default rule, but in the vast majority of cases, the only row In which a rule will need to be established is the Default row. If the other rows are used, the system looks at the rules and applies their equivalencies in the following order of priority: Agreement – Override – Default.

The following table describes the fields on the Rules Specification page of the Program/Source Equivalency component. Field Rule Source Type Rule Source ID Course Equivalency Rule

Field Description Specify whether the source institution of the transfer credit is internal (CUNY) or external. ID of the institution from which credit will be transferred. Enter or select the Course Transfer Rule to be applied to transfer credits for students activated in the specified Academic Program (and Plan, if applicable).

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Topic 11: Create a Test Transfer Rule A test credit rule is used in the automated test transfer process to award a “course” credit to a student for a test score achieved within a specified range. A test credit rule is created using the Test Transfer Rules component. The Test Credit Rule component is found by navigating to Records and Enrollment > Transfer Credit Rules > Test Transfer Rules.

Step Summary 1. Navigate to the Test Transfer Rules component. 2. Add a new value to create a new rule ID, associated to an academic institution (or find an existing one, for the purpose of adding rows). 3. Enter an effective date for the new rule. 4. Enter a description. 5. For the first test equivalency, enter or select a test ID and test component. 6. Enter a description for this equivalency. 7. Enter the minimum and maximum scores for this equivalency 8. Leave the default begin and end dates (01/01/1900 – 12/31/9999). 9. Enter or select the desired course number for this test equivalency. 10. Enter or select the appropriate offering number of the selected course. 11. Add rows and repeat Steps 5-10 for each equivalency needed in the rule. 12. Save.

Detailed Information After navigating to the Test Transfer Rules component, click on Add a New Value, give the rule an ID, associated to an academic institution.

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SR Reference Guide Click the Add button. The Test Credit Rule/Component page appears.

Click the Save button. The following table describes the fields on the Test Credit Rule/Component page of the Test Transfer Rules component. Field Effective Date Status Description Test ID Test Component Equiv (Equivalent) Component

Description

Field Description Enter a date for all test results entered on or after such date to be applied to this rule. Select “Active” or “Inactive.” Status must be active for this rule to be applied to student’s test results. Enter a description for this rule. Enter or select a Test ID from the Test Table, for which the test equivalency for this row is being established. Enter or select the Test Component of the selected Test ID for which the test equivalency for this row is being established. The equivalency component number is the numeric counter that distinguishes each row of the test equivalency rule apart from other rows. By default, the system displays the first equivalency component of the test equivalency rule to 0001 and increases the number by one as user adds rows. This field describes the row of the equivalency test rule. By default, the system displays the description of the test component according to the description on the Test Component Table page. User can override this default value.

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Field Priority

Min/Max Score Min Percentile Begin/End Date

Maximum Age

Course ID

Course Offering Nbr (Number)

Units Taken

SR Reference Guide Field Description Enter the transfer priority number for this row of the test equivalency rule. The Transfer Credit process evaluates the rows within the test equivalency rule according to the transfer priority of each row. The test component within the row that has the highest value takes priority. If an individual’s transfer test meets all conditions of the test equivalency rule, then the Transfer Credit process uses the equivalent course as defined on the row with the highest transfer priority. However, if the individual’s transfer test does not meet the conditions of the test equivalency rule, then the Transfer Credit process evaluates the row with the next highest transfer priority. Enter the minimum and maximum score of applicable transfer tests for this row of the test equivalency rule, or enter the minimum percentile. Enter the minimum percentile of the applicable transfer tests for this row of the test equivalency rule, or enter the minimum and maximum score. By default, the system sets the begin and end date of the transfer test to 01/01/1900 and 12/31/9999. User can override these default values. These dates inform the Transfer Credit process when the applicable transfer test must be taken for this row of the test equivalency rule. This field defines, in years, the maximum age of the transfer tests for this row of the test equivalency rule. This prevents an individual from transferring test credit into the academic institution if the individual took the test more years ago than the number of years that user specifies here. By default, the system sets the maximum age of a transfer test to 99, but user can override this default value. For instance, user might want restrict an individual from receiving transfer credit for a test if the individual took the test more than 4 years prior to the date that the institution processes the individual’s transfer credit. Enter the course to which the given test component is equivalent. The system prompts user with courses from the academic institution’s course catalog. User can add rows to create a one-to-many test equivalency rule. The system automatically populates the Course Offering Number and Units Taken fields with values from the course catalog definition. User can enter a different offering number and enter different units. By default, the system displays the course offering number of the specified course according to the value in the academic institution’s course catalog. User can override this default value. By default, the system displays the units taken value of the specified course according to the value in the academic institution’s course catalog. User can override this default value.

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Chapter 3 – Enter Student’s External Education Once transfer rules have been created and assigned to Academic Programs (and Plans, if applicable), z credit can be transferred using the automated process. Before the process is run, the student’s external education (courses/test completed) must be present in the system. Note: External Education needs to be entered only for those students transferring from an institution outside of CUNY. Courses taken by a student at another college within CUNY will be retrieved from within the system. Until CUNYfirst is fully implemented and all colleges are integrated into the CUNYfirst system, any CUNY college not yet “live” in the system must be treated as an “External” source for the purpose of transfer credit.

Chapter Objectives Upon completion of this chapter, learners will be able to: • •

Enter Student’s External courses Enter Student’s Test Scores.

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Topic 1:

View/Update a Student’s External Courses

Before a student’s transfer credit can be processed from an external source using the automated process, that student’s external courses must be entered in the system using the External Education component. Note: If a student’s transfer credit is to be processed manually, this step is not necessary. However, the best practice is to maintain a student’s External Education record regardless of the transfer process being used. In most cases, a student’s External Education will already have been entered as part of the admissions process. But it can be entered or updated at any time. The External Education component can be found by navigating to Records and Enrollment > Transfer Credit Evaluation > External Education

Step Summary 1. Navigate to the External Education component. 2. Search for the student whose courses are to be entered. 3. On the Courses and Degrees page, enter or update any default data to be associated with the courses to be entered. 4. Enter the courses and details (add as many rows as necessary) in the External Courses area of the Courses and Degrees page. 5. Save.

Detailed Information Note:In most cases, an External Education page should already exist for a student as a result of Admissions processing.

In the Career Data group box, the Data Number is automatically populated. • External education is tied to a person and not an application. As a result, a person who applies to more than one institution (CUNY College) might reflect an education summary from a transcript that was actually sent to another campus. Since each campus needs a copy of the transcript, Use the Data Number field along with the Institution field to reflect which campus has what information. • If the information being entered is for a different institution (one that is not currently listed), insert a new row by clicking located just under the Career Data bar. Last Updated: October 30, 2013| Page: 711

SR Reference Guide Courses and Degrees page Use the Courses and Degrees page to enter a student’s external courses.

The following table describes the fields on the Courses and Degrees page of the External Education component. External Course Defaults group Note: The default fields in this group will populate to the individual courses entered below, saving key strokes if more than one course will share this data in common Field Data Number

Data Source

Acad Level (Academic Level) Unit Type Grading Scheme External Career Term Type Begin Date End Date

Field Description Each row of Career Data on the External Education page will be identified with a Data Number (sequential, beginning with “1”). Those Data Numbers will be available in the drop-down list in this field. When a Data Number is selected here, values associated with that Data Number on the External Education page will populate some default fields here on the Courses and Degrees page. If the courses to be entered are not linked to a Data Number, this field can be left blank and the appropriate default values can be entered manually. Indicates the source of the course data. For example: “Self-Reported,” meaning the student has provided an unofficial transcript or “School” meaning the external organization has provided an official transcript. Select the student's academic level at the time that this information was current, which may not be the student's current academic level. Select the academic units used for the courses at the external institution. Grading scheme used for the external courses. The academic career of the student when these courses were taken Type of term (quarter, semester, etc.) in which external courses were completed. Default begin and end dates for external courses that will be entered. Last Updated: October 30, 2013| Page: 712

Field Course Level Units Taken Grading Basis

SR Reference Guide Field Description Level of the external courses (i.e.: High School, Freshman, Junior, etc.). Units taken per external course Grading basis used for external courses.

External Courses group—Course tab Field Field Description Course Seq (Sequence) Sequential number, beginning with “1” assigned to each course as it is added. School Subject Enter or select the subject of the course at the external institution. Description System displays the description of the selected School Subject. Course Nbr (Number) Enter or select the course number of the external course. Course Name System displays the name of the selected course.

External Courses group—Grades Tab Field Field Description Subject Area Enter or select the subject area of the external course. Description System displays the description of the selected subject area. Units Taken Units for the external course. Grading Scheme Grading scheme used for to the external course. Grading Basis Grading basis applied to the external course. Grade In Grade assigned to the external course. Official Grade Official Grade receive for the external course.

External Courses group—Grades Tab Field Field Description Term Type Type of term (quarter, semester, etc.) in which external courses were completed. External Term Term of the external course. Term Year Academic year of the term. Begin Date/End Date Begin and end dates of the course. After all external courses are entered, click the Save button. Last Updated: October 30, 2013| Page: 713

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Topic 2:

View/Update a Student’s Test Scores

Test scores will generally be loaded through the SKAT external test score data load; however, there may be occasions to enter test scores manually. Test scores are tied to the student, not the location. Therefore, a student's test scores can be linked to any application that the student may have in the system. The Test Results can be found by navigating to: Records and Enrollment > Transfer Credit Evaluation > Test Results.

Step Summary 1. 2. 3. 4. 5.

Follow the navigation above and click the Add a New Value tab. Use the Look-up tool to locate and select the appropriate Test ID. Enter all of the appropriate information related to the test. If there are multiple components, click the Add a New Row icon in the Test Component area. Click Save.

Detailed Information

The following table describes the fields on the Test Results page: Field Test ID Checklist Item Update

Test Date Data Source

Acad (Academic) Level

Component

Field Description Enter the test recording. Define tests on the Test Tables page. Select this check box to indicate that the checklist related to this row of data is updated when the Checklist Item Update Automated process is run. When this page is saved, the system selects this check box automatically. To clear this check box, save the page, clear the check box, then save the page again. Select the date on which this test was taken. The value entered here populates the corresponding field in the bottom region of the page. Select how this test information was reported. For example, the data could have been self-reported or received from a testing agency. The value selected here populates the corresponding field in the bottom region of the page. Select the applicant’s academic level at the time this test was taken. This level can be different from the applicant’s current level. The value entered here defaults to the corresponding field in the bottom region of the page. Enter the first test component. Values for this field are determined by the test ID entered. Define test components on the Test Component Table page and link them to tests on the Test Tables page.

Score

Enter the score, percentile, or both for this test component.

%tile

Enter the score, percentile, or both for this test component. The system automatically populates this field from the value entered in the Defaults for Components group box. This date can be edited.

Test Date

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Data Source Acad (Academic) Level Letter Score Date Loaded

Index Stnd (Standard) Admin

SR Reference Guide The system automatically populates this field from the value entered in the Defaults for Components group box. This date can be edited The system automatically populates this field from the value entered in the Defaults for Components group box. This date can be edited Enter a letter score for this test component, if applicable. The default for the loaded date is the system date. Edit this field if necessary. If this information is electronically loaded, this field is automatically populated with the system date the day the data is loaded. The LSAT 3-Year Test Index appears if this information has been loaded. The system selects this check box by default, which indicates that this test was administered in a standard way. Clear this check box if the test was administered in a nonstandard or non-timed way.

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SR Reference Guide

Unit XI: Transfer/Test Credit Evaluation Unit Introduction In this unit we will learn the various processes for transfer of credit in CUNYfirst. The types of transfer credit that will be granted to the student are the following: • • •

Course Transfer Credit Test Transfer Credit Other Transfer Credit (life experience, military, etc.)

Course credit may be transferred from: • •

other Academic Institutions (colleges) within CUNY (Internal sources) –or – Institutions outside CUNY (External sources).

Note: Until CUNYfirst is fully implemented and all colleges are integrated into the CUNYfirst system, any CUNY college not yet on the system must be treated as an “External” source for the purpose of transfer credit.

Two distinct processes may be used for transfer of course credit: • •

the automated transfer credit process the manual transfer credit process

For those institutions (both internal and external) from which transfer credit is frequently processed, the automated process is strongly recommended. Although the set-up and maintenance of the rules and equivalencies used in the automated process is work-intensive, the actual processing of transfer credit for each new student will be far more efficient and time-saving once set-up has been done. The manual process is recommended for institutions from which transfer credit is processed less frequently because in such cases a set-up effort would not be cost-effective. For the automated transfer of credit from external sources, an External Catalog of courses at those institutions must exist in the system and must be maintained. The Course Catalogs of all internal sources (CUNY colleges) already exist in the system, and therefore will be readily available for use in the transfer process. Note: Before transfer credit rules can be created and before transfer credit can be processed for a particular Academic Institution, all other setup in Student Records must be completed: That is; academic careers, academic programs, academic plans, the course catalog, grading bases, terms, and sessions all must be defined.

Unit Objectives Upon completion of this course, learners will be able to: • • • • • • • •

set up rules for automated course transfer credit process course transfer credit automatically process course transfer credit manually set up and process test transfer credit create and process Student Agreements process Other transfer credit run transfer credit reports. set up and maintain the External Catalog

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SR Reference Guide

Chapter 1 – Evaluate Course Credit Once transfer rules have been created and assigned to Academic Programs (and Plans, if applicable), credit can be transferred using the automated process. Before the process is run, the student’s external education (courses/test completed) must be present in the system. Note: External Education needs to be entered only for those students transferring from an institution outside of CUNY. Courses taken by a student at another college within CUNY will be retrieved from within the system. Until CUNYfirst is fully implemented and all colleges are integrated into the CUNYfirst system, any CUNY college not yet “live” in the system must be treated as an “External” source for the purpose of transfer credit.

Chapter Objectives Upon completion of this chapter, learners will be able to: • • • •

process automated transfer credit for an individual student process automated transfer credit for multiple students in batch view, unpost, modify and/or post individual students’ transfer models manual transfer credit for an individual student.

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SR Reference Guide

Topic 1:

Automatic Vs. Manual Transfer Credit Evaluation

The Transfer Credit process includes retrieving/entering all external/internal transfer credit information; evaluating these courses, then posting the transfer credit to the student record. CUNYfirst enables transfer credit processing by the following methods: • •

Using ‘predefined’ rules for evaluation (Automatic) Using manual process to assign credit (Manual) AUTOMATIC 1.

PREREQUISITES

2. 3. 4.

DATA ENTRY ITEMS

1. 2.

External Organization from which transfer credit are received must exist in CUNYfirst. The receipt of transcripts with required data is a necessary process to entering required transfer credits into the system. The entering of external courses will need to be done prior to running the transfer credit process. Course Transfer Rules needs to be created/maintained prior to running the automated process (matching the incoming course with its corresponding internal course)

1.

The receipt of transcripts with required data is a necessary process to entering required transfer credits into the system.

Student CUNY ID must exist in CUNYfirst Fetch the courses from the external education pages or internal enrollment tables for colleges live in CUNYfirst, and process them through the transfer credit rules.

1. 2.

Student CUNY ID must exist in CUNYfirst External courses must be manually entered during the evaluation process instead of fetched as is in the automatic evaluation process. Enter equivalencies for the student for each of the external courses

3.

1. 2.

HOW TO

MANUAL

Navigate to the Course Credits – Automated component. Add a new value associating the student ID, career and Academic Institution. 3. On the Transfer Course Details page, enter or select the Academic Program (required) and Plan (if applicable) in which the student has been activated. 4. Enter or select the Source Information for the incoming courses. 5. Enter or select the Articulation Term to which transfer credit is to be applied. 6. Click the Fetch button to display incoming courses in the Transfer Credit Term area. 7. If necessary, edit, add or delete incoming courses and their internal equivalents. 8. On the Transfer Summary page, click the Calculate button to display total transfer credits. 9. When the transfer credit calculates correctly, click the Post button to post the transfer credit to the student’s transcript. 10. Posting the transfer credit automatically saves the data.

1.

Navigate to the Course Credits – Manual component. 2. Add a new value associating Student ID, Academic Career, and Academic Institution. 3. Designate the Academic Program (required) and Academic Plan (optional) to which transfer credit will articulate. 4. Enter the source institution name and school type. 5. Designate the articulation term. 6. Enter an incoming course and its internal equivalent. 7. Add rows to specify additional courses and their equivalents. 8. On the Course Credits by Term page, click the Calculate button to display how the transfer credit will affect the student’s transcript. 9. When the transfer credit calculates correctly, click the Post button to post the transfer credit to the student’s transcript. 10. Posting the transfer credit automatically saves the data.

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SR Reference Guide

Topic 2:

Evaluate Transfer Credit - Automatic (Individual Student)

Once a student’s incoming courses are present in the system (either as courses completed at another CUNY institution and available within CUNYfirst, or as courses entered in the External Education component), transfer credit can be processed using the Course Credits - Automated component. The Course Credits – Automated component can be found by navigating to Records and Enrollment > Transfer Credit Evaluation > Course Credits – Automated

Step Summary 1. Navigate to the Course Credits – Automated component. 2. Add a new value associating the student ID, career and Academic Institution. Note: Before Clicking the Add button, user should verify that they have selected correct Academic Career and Institution. 3. On the Transfer Course Details page, enter or select the Academic Program (required) and Plan (if applicable) in which the student has been activated. 4. Enter or select the Source Information for the incoming courses. 5. Enter or select the Articulation Term to which transfer credit is to be applied. (Note: Student must be Term Activated for the Articulation Term) 6. Click the Fetch button to display incoming courses in the Transfer Credit Term area. 7. Verify that the student’s incoming course groups which are to be transferred in this process show a status of “Accepted.” (Courses showing a status of “No Rule” will necessitate creation of a new rule or manual transfer). 8. If necessary, edit, add or delete incoming courses and their internal equivalents. 9. On the Transfer Summary page, click the Calculate button to display how the transfer credit will affect the student’s transcript. 10. If necessary, return to the Transfer Course Details page to further edit incoming courses and their internal equivalents; and, if necessary, return to the Transfer Summary page and again click the Calculate button to display how the transfer credit will now affect the student’s transcript. 11. When the transfer credit calculates correctly, click the Post button to post the transfer credit to the student’s transcript. 12. Posting the transfer credit automatically saves the data.

Detailed Information In the Course Credits – Automated component, add a new value associating the student ID, career and Academic Institution.

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SR Reference Guide Use the Transfer Course Details page to designate Target Information, Source Information and the Articulation Term for the course credits to be transferred.

The following table describes the fields on the Transfer Course Details page of the Course Credits - Automated component. Field Model Nbr. (Number)

Transcript Level

Target Information group Academic Program

Academic Plan

Source Information group Field

Field Description The system, by default, sets the first row of the transfer credit model to model number 1. The system uses this number to store multiple, unique transfer credit models. The value selected determines the types of transcript that will include the transfer credit information entered in this component. Values are hierarchal. Whichever transcript level is selected, data will appear on that transcript type as well as any type that is lower in the hierarchy, which is as follows: Official, Unofficial, Stdnt Life (Student Life), Degr Prog (Degree Progress). The remaining value "Not Print" causes the data to appear on none of the transcript types.

Enter or select the Academic Program where the student’s transfer credit will articulate for the specified term. (The student must be activated in that Program and in that term before transfer credit can be posted). If applicable, enter or select the Academic Plan where the transfer credit will articulate for the specified term.

Field Description Last Updated: October 30, 2013| Page: 720

Field Credit Source Type External Org ID Data Source

Source Career Source Institution

Transfer Credit Term group Field Articulation Term

SR Reference Guide Field Description Select External (outside CUNY) or Internal (within CUNY) to indicate the source type of the transfer credit. If Credit Source Type is External, enter or select the ID of the external organization from which credits are being transferred. If Credit Source Type is External, select a value that indicates the source of the course data. For example: “Self-Reported,” meaning the student has provided an unofficial transcript or “School” meaning the external organization has provided an official transcript. The data source specified here must match the data source on the individual’s External Education record If Credit Source Type is Internal, enter or select the academic career from which transfer credit is being processed. If Credit Source Type is Internal, select the internal academic institution (other CUNY college) from which transfer credit is being processed.

Field Description Enter or select the code for the term to which the student’s course credits are being transferred.

The Fetch Button Use the Fetch button to display the courses whose credits are to be transferred for the selected student along with their equivalent internal courses, according to the established rules for the selected credit source and target Academic Program. An Articulation Term must first be entered or selected.

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SR Reference Guide After clicking the Fetch button, the following fields populate in the Transfer Credit Term (lower portion) of the page:

The following table describes the remaining fields on the Transfer Course Details page of the Course Credits Automated component Transfer Credit Term group Field Group

Status

(Transfer Status Detail) External Term External Subject/Catalog Number Equivalent Subject/Catalog Number (Edit Equivalent Course)

(Move to Group) (Reject External Course)

Field Description The Transfer Credit process automatically groups incoming transfer courses and their internal equivalents according to the rules that were used to evaluate them. [Note that within a Group one or more external course may be equivalent to one or more internal course]. The transfer status of each transfer credit that is evaluated. Possible statuses are Accepted, Rejected, No Rule, and Contingent. Click the Transfer Status Detail button to access the Transfer Rule Applied page or the Reject Reason page, where user can either view the transfer equivalency rule that the Transfer Credit process applied to the corresponding external course, or, if the transfer credit is rejected, view the reject reason. The system displays the term in which the course credit was originally earned at the external institution. The system displays the subject area and catalog number of a course completed by the student at the external institution. The system displays the subject and catalog number of the internal course for which transfer credit will be processed as equivalent to the specified external course. Click the Edit Equivalent Course button to access the Equivalent Course Information page, where user can edit equivalent course information prior to posting transfer credit. Clicking this button displays a new field in which an existing Group number can be entered. The system then moves the external course (and its internal equivalent if one has been determined) to that Group. Click the Reject External Course button to reject incoming courses before user posts transfer credit. Only the incoming course on the corresponding row will be rejected. For example, if incoming Bio 0099 and Bio 101 are equivalent to internal Biol 9, and user clicks the reject button on the Bio 0099 line, the resulting rule will be that Bio 101 is equivalent to Biol 9. Last Updated: October 30, 2013| Page: 722

Field (Add Internal Equivalent) (Delete Internal Equivalent) (Comment/Override Reason) Lock

SR Reference Guide Field Description Click the Add Internal Equivalent button to access the Equivalent Course Information page, where user can add internal equivalent course information. Click the Delete Internal Equivalent button to delete the corresponding internal equivalent course from the Group within which it appears. This button appears only if there are multiple internal equivalent courses for that Group. Click the Comment/Override Reason button to add an override reason and comment about any adjustments user makes to a group row of a transfer credit model. Select to lock the corresponding group of the transfer credit model. User might select this check box, for example, if user intend to post or unpost transfer credit for that group at a later date. The groups for which user selects this check box are excluded from a rerun of the Transfer Credit process. If user rerun the Transfer Credit process and something about the incoming transfer credit has changed (such as grades or units), then the process displays a red letter Y in front of that group. The Y alerts user that something about that incoming transfer credit changed after the group was locked. User might therefore want to investigate the change before user post or unpost the corresponding transfer credit.

. Transfer Summary page Use the Transfer Summary page to calculate how the Transfer Credit model would post to the student’s academic record when posted. When satisfied with the data as calculated, post the transfer credit to the student’s academic record.

After the Calculate button is clicked, if the amounts shown are correct, click the Post button to post the transfer credit to the student’s record. Last Updated: October 30, 2013| Page: 723

SR Reference Guide If the amounts shown are not correct, return to the Transfer Course Details page and edit the transfer credit model, then return to this Transfer Summary page and click the Calculate button again to re-calculate. If the new amounts shown are now correct, click the Post button to post the transfer credit to the student’s record. Posting the transfer credit automatically saves the data.

Once transfer credit is posted, the system displays the student’s transfer statistics on the page. Posting a transfer credit model also updates the status of the model from Submitted to Posted or Completed. When transfer credit has been posted, the fields in the Target Information group box on the first page of the component become unavailable (grayed out), and the Unpost button becomes available.

Use the Unpost button to remove the transfer credit from the student’s record. If necessary, modify the transfer credit model on the Transfer Course Details page, then return to this page and again use the Calculate and Post buttons.

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SR Reference Guide

Topic 3:

Evaluate Transfer Credit - Automatic (Batch Process)

Automated transfer credit for multiple incoming students may be processed in batch, using the Batch Posting component. The courses for which students are to receive transfer credit must be present in the system, either as courses completed at another CUNY institution and available within CUNYfirst, or as courses entered in the External Education component. The Batch Posting component can be found by navigating to Records and Enrollment > Transfer Credit Evaluation > Batch Posting

Step Summary 1. Navigate to the Batch Posting component. 2. Add a New Value to create a new Run Control ID --or-Find and Existing Value to use an existing Run Control ID. 3. Define the description, process parameters and Transfer Credit Source for a first group of students whose credit is to be transferred from a single source. 4. Select a Processing Option to have the process Create, Post, or Create and Post the transfer credit models for the designated batch of students. 5. Add rows for additional students below, if more than one student is in this transfer group. 6. Select or enter Student ID, Academic Career, Academic Institution, Academic Program, Academic Plan (optional) and Articulation Term for each student in this transfer group. (Note: Student must be Term Activated for the Articulation Term) 7. Add rows above, if needed, to create additional group(s) of students whose credit is to be transferred from addition Transfer Credit Sources. 8. Repeats steps 3-5 for each newly created group. 9. Click the Run button. For further instruction on running a process, see the Appendix.

Detailed Information Add a new value in the Batch Posting component.

Transfer Credit Batch page Use the Transfer Credit Batch page to define parameters and transfer credit sources for groups of students whose credit is to be transferred. Add rows for additional students if more than one in a group. Add rows at the group level if more than one group is to be created for this batch process. Last Updated: October 30, 2013| Page: 725

SR Reference Guide After criteria are set, click the Run button, then the OK button on the process page to run the process.

The following table describes the fields on the Transfer Credit Batch page of the Batch Posting component. Field Group Nbr: (Number)

Description

Field Description The numeric counter that distinguishes each row of the process instance apart from other rows. By default, the system displays the first group as 1 and increases the number by one as groups are added to the process instance Enter a Description for this group of transfer credit (i.e. Hofstra, SUNY at Buffalo).

Process Parameters group

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Field Processing Option

SR Reference Guide Field Description Select from the following choices the processing option to use for this run of the process Create Model: Select this option to create transfer credit models based on the student external education record for external transfers or based on the academic career record for internal transfers. Post Model: Select this option to post models that have already been created. Note: If the student is active in the articulation term and academic program selected, the system posts the transfer credit to each affected student’s career term record, sets the transfer model to posted, and then automatically runs the Repeat Checking process. If a student is not active in the articulation term and academic program selected, the system does not post the transfer model. Instead, the system sets the transfer model status to Completed. Once the student is activate for the specified academic program and articulation term, the transfer statistics can be moved to the student’s career term record using the transfer credit copy function on the Terms in Residence page.

Apply Agreement

Overlay Unposted Models Transcript Level

Transfer Credit Source group Field External (radio button) Internal (radio button) External Org ID (appears if External radio button is selected) Data Source (appears if External radio button is selected) Source Career (appears if Internal radio button is selected) Source Institution (appears if Internal radio button is selected) Student data group Field ID Academic Career Academic Institution Academic Program

Create and Post Model: Select this option to create the model and then post it in the same run of the process. Select to have the Transfer Credit process use the agreement equivalency rule selected for the specified academic program, academic plan, and source combination on the Rules Specification page. Clear this check box to ignore the specified agreement equivalency rule. By default, the system selects this check box. Select if rerunning the batch, to overlay any unposted models Select a transcript level to determine the types of transcripts on which the system will include the transfer credit that articulates through this row of the model, provided that it is posted to the individual’s record. Choices in are: Not Print, Official, Unofficial, Stdnt Life (student life), Degr Prog (degree progress).

Field Description Select if the source institution for this transfer group is external (outside CUNY). Select if the source institution for this transfer group is internal (within CUNY). Enter or select the Org ID of the institution from which this group’s credit is to be transferred. For an external credit source type, select the data source from which the individuals external transfer credit has been entered into the system. The data source that user specifies must match the data source on the individual’s external education record Select the academic career of the courses whose credit is to be transferred in this group. Select the Academic Institution (college within CUNY) from which this group’s credit is to be transferred.

Field Description Enter or select ID of a student to be included in this transfer group. Select the academic career to which the specified student’s transfer courses will articulate Select the academic institution to which the specified student’s transfer courses will articulate Select the academic program where the specified student’s transfer courses will articulate Last Updated: October 30, 2013| Page: 727

Field Academic Plan

Articulation Term

SR Reference Guide Field Description Select the academic plan where the specified student’s transfer credit in this row will articulate. This field is optional. However, if a academic plan is specified, the individual must be active in that academic plan before the transfer credit is posted Select the term for which the specified student’s transfer credit for this row is to be processed.

The Run button displays the Process Scheduler Results page. With desired process selected, click the OK button.

Process Results page Return to the Batch Posting component and click on the Process Results page to view the results of the process just run.

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SR Reference Guide

Topic 4:

View/Update Transfer Credit Evaluation

After processing transfer credit for students—either singly or in batch—transfer models for individual students can be viewed, unposted, modified, or posted, as needed, using the Course Credits – Automated component. • •

Unposted transfer credit models can be modified, calculated, and then posted if desired. Posted credits can be unposted, the models then modified, re- calculated, and then re-posted, if desired.

The Course Credits – Automated component can be found by navigating to Records and Enrollment > Transfer Credit Evaluation > Course Credits – Automated

Step Summary 1. 2. 3. 4.

Navigate to the Course Credits – Automated component. Search for an existing value by student ID and Academic Institution. Review the course equivalencies as detailed in the model, based on the rules used in the batch posting process. If the transfer credit status for the detailed courses is not “Posted,” modify the model as needed, then go to the Transfer Summary page (use the calculate button to validate results if desired) and click the Post button to post the updated transfer model. 5. If the transfer credit status for the detailed courses is “Posted,” and modifications are needed, go to the Transfer Summary page and click the Unpost button, then return to the Transfer Course Details page, modify the model as needed, return once more to the Transfer Summary page (use the calculate button to validate results if desired) then click the Post button to post the updated transfer model. 6. Clicking to Post button automatically saves the data, if not ready to Post, use the Save button before exiting the component.

Detailed Information Use the Course Credit – Automated Component to view/Unpost/modify/post transfer models. Search for an existing Value

Review the course equivalencies; if the transfer credit status for the detailed courses is not “Posted,” modify the model as needed

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SR Reference Guide

If the transfer credit status for the detailed courses is “Posted,” and modifications are needed if the transfer credit status for the detailed courses is “Posted,” and modifications are needed

Clicking to Post button automatically saves the data

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SR Reference Guide

Topic 5:

Evaluate Transfer Credit – Manual (Individual Student)

To manually process transfer credit, use the Course Credits – Manual component. The Course Credits – Manual component can be found by navigating to: Records and Enrollment > Transfer Credit Evaluation > Course Credits – Manual

Step Summary 1. 2. 3. 4. 5. 6. 7. 8. 9.

10. 11.

Navigate to the Course Credits – Manual component. Add a new value associating Student ID, Academic Career, and Academic Institution. Designate the Academic Program (required) and Academic Plan (optional) to which transfer credit will articulate. Enter the source institution name and school type. Designate the articulation term. (Note: Student must be Term Activated for the Articulation Term before transfer credit can be posted to the record for the articulation term) Enter an incoming course and its internal equivalent. Add rows to specify additional courses and their equivalents. On the Course Credits by Term page, click the Calculate button to display how the transfer credit will affect the student’s transcript. If necessary, return to the Transfer Course Entry page to further edit incoming courses and their internal equivalents; and, if necessary, return to the Transfer Summary page and again click the Calculate button to display how the transfer credit will now affect the student’s transcript. When the transfer credit calculates correctly, click the Post button to post the transfer credit to the student’s transcript. Posting the transfer credit automatically saves the data.

Detailed Information Navigate to Course Credit – Manual component:

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SR Reference Guide Use the Transfer Course Entry Page to enter manual transfer credit data.

The following table describes the fields on the Transfer Course Entry page of the Course Credits - Manual component. Field Model Nbr. (Number)

Transcript Level

Field Description The system, by default, sets the first row of the transfer credit model to model number 1. The system uses this number to store multiple, unique transfer credit models. The value selected determines the types of transcript that will include the transfer credit processed here. Values are hierarchal. Whichever transcript level is selected, data will appear on that transcript type as well as any type that is lower in the hierarchy, which is as follows: Official, Unofficial, Stdnt Life (Student Life), Degr Prog (Degree Progress). The remaining value "Not Print" causes the data to appear on none of the transcript types. Last Updated: October 30, 2013| Page: 732

SR Reference Guide Target Information group Field Academic Program Academic Plan (optional)

Source Information group Field Credit Source Type Source Institution School Type

Transfer Credit Term group Field Articulation Term

Group

Seq (Sequence)

Incoming Course group Field Year Ext Term (External Term) Subject Course Nbr (Number) Description Units Taken Grade Input Equivalent Course group Field Course ID Offer Nbr (Offering Number) Units Transferred Grading Scheme

Grading Basis

Official Grade

Field Description The degree program in which a student is active. Enter or select the academic program to which the student’s other credit is to be applied. A student’s major (or minor) area of concentration within an academic program. Enter or select the academic plan to which the student’s other credit is to be applied

Field Description System displays the value “Manual” and the field cannot be edited. Enter the institution from which the credit is to be transferred. Enter or select a school type for the institution from which the credit is to be transferred (e.g. Junior College, University, Vocational, etc.).

Field Description Select the term for which the student’s transfer credit is to be processed for this row of the model. Note that it is possible to articulate credits across multiple terms, for example, if a student has continually taken credit outside the academic institution and user has posted credit at each point in time. The Transfer Credit process automatically groups incoming transfer credit and its internal equivalent courses together on separate rows within the grid at the bottom of the page. The number in this field identifies the group as unique among other groups on this row of the transfer credit model The system automatically assigns a sequential number to each incoming row of transfer credit to identify unique rows in the table. These sequence numbers have no programming significance.

Field Description Enter the year in which the external course was taken. Enter the term in which the external course was taken. Enter the subject of the incoming course. Enter the course number of the incoming course. Enter the description of the incoming course. Enter the units taken for the incoming course Enter the grade assigned to the incoming course.

Field Description Enter or select the course for which equivalent credit is to be granted for the incoming course. Enter or select the offering number of the course for which equivalent credit is to be granted. Enter the units to be transferred. The grading scheme defines all valid grading bases of an academic program, as defined on the Academic Program Table component. The system applies the grading scheme to classes within that academic program. Basis upon which grades are assigned to students in a class, e.g. “Graded” (letter grade), "Pass/Not Pass," etc. A default value (such as “Transfer Grading Basis”) may appear after course is entered. Enter or select the grade to be awarded for this transfer credit. . A default value (such as “CR”) may appear after course is entered.

Click on the Course Credits by Term Page Course Credits by Term page Use the Course Credits by Term page to calculate credits to be transferred (Calculate button). Last Updated: October 30, 2013| Page: 733

SR Reference Guide Before Calculate:

After Calculate:

Click the Post button to post the transfer credits to the student’s record.

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SR Reference Guide After clicking the Post button, check the Model Status to ensure credits were posted or completed and check the Course Credit Summary section to ensure correct units taken and transferred.

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SR Reference Guide

Topic 6:

Transfer Credit – Overrides and Exception Processing

Occasionally an articulation result will be in question whether it was posted using predefined articulations or manually. This may be by Admissions use of contingent credit, by appeal of student, and/or by review of an academic school or department. Therefore equivalent course information might need to be adjusted on an individual basis. This could also be the result of an automated course credit result that yields “no rule” or a result that is in question or rejected. •

If there is a change that you must protect from a possible re-FETCH of course credits, use the lock checkbox to prevent the groups from being updated during a rerun of the Transfer Credit Process. To activate the lock, simply select the Lock check box ( ) on the appropriate row of the model.

•

Click the Transfer Status Detail button ( ) to access the Transfer Rule Applied page or the Reject Reason page, where you can either view the transfer equivalency rule that the Transfer Credit process applied to the corresponding external course, or, if the transfer credit is rejected, view the reject reason. This field applies only to transfer credit processing with predefined course and test equivalency rules.

•

Click the Edit Equivalent Course button ( ) to access the Equivalent Course Information page, where you can edit equivalent course information prior to posting/reposting of the transfer credit.

•

Click the Reject External Course button ( ) to reject incoming courses before you post transfer credit. Only the incoming course on the corresponding row will be rejected.

•

Click the Add Internal Equivalent button ( ) to access the Equivalent Course Information page, where you can add internal equivalent course information. This function will allow you to add a course with the same result that the course rule attached to the external course yielded.

•

Click the Move to Group button ( ) to open a field on the page for another group number. Use this field to move transfer credit from one group into another group.

•

Click the Delete Internal Equivalent button ( ) to delete internal equivalent courses for the corresponding group row. This button appears only if there are multiple internal equivalent courses for that row.

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SR Reference Guide

Chapter 2 – Evaluate Test Credit This chapter contains instruction on the activities necessary to process students’ transfer credit, where course credit is to be awarded to students for completion of (and scores achieved on) specified tests.

Chapter Objectives Upon completion of this chapter, learners will be able to: •

Manually process transfer test credits.

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SR Reference Guide

Topic 1:

Test Credits - Manual

The student’s test scores can also be processed manually using the Test Credits – Manual component. The Course Credits – Manual component can be found by navigating to: Records and Enrollment > Transfer Credit Evaluation > Test Credit– Manual

Step Summary 1. 2. 3. 4. 5. 6. 7.

Navigate to the Test Credits – Manual component. Add a new value associating Student ID, Academic Career, and Academic Institution. Designate the Academic Program (required) and Academic Plan (optional) to which test credit will articulate. Designate the articulation term. (Note: Student must be Term Activated for the Articulation Term) Use the Equivalent Course Information page to enter an incoming Test and its internal course equivalent. Add rows to specify additional test and their equivalents. On the Test Credits by Term page, click the Calculate button to display how the test credit will affect the student’s transcript. 8. If necessary, return to the Test Credit Entry page to further edit incoming test scores and their internal equivalents; and, if necessary, return to the Test Credit by Term page and again click the Calculate button to display how the test credit will now affect the student’s transcript. 9. When the test credit calculates correctly, click the Post button to post the test credit to the student’s transcript. 10. Posting the test credit automatically saves the data.

Detailed Information Use the Test Credit Entry Page to enter manual test credit data. (Screenshot before Test Credit Entry)

The following table describes the fields on the Test Credit Entry page of the Test Credits - Manual component. Field Model Nbr. (Number)

Field Description The system, by default, sets the first row of the transfer credit model to model number 1. The system uses this number to store multiple, unique transfer credit models.

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Field Transcript Level

Target Information group Field Academic Program Academic Plan (optional)

Transfer Credit Term group Field Articulation Term

Group

Seq (Sequence) Status

Test ID Test Component Equivalent Subject /Catlg Nbr (equivalent subject and catalog number)

(Transfer Status Detail)

(Edit Equivalent Course)

(Move to Group)

SR Reference Guide Field Description The value selected determines the types of transcript that will include the test credit processed here. Values are hierarchal. Whichever transcript level is selected, data will appear on that transcript type as well as any type that is lower in the hierarchy, which is as follows: Official, Unofficial, Stdnt Life (Student Life), Degr Prog (Degree Progress). The remaining value "Not Print" causes the data to appear on none of the transcript types.

Field Description The degree program in which a student is active. Enter or select the academic program to which the student’s other credit is to be applied. A student’s major (or minor) area of concentration within an academic program. Enter or select the academic plan to which the student’s other credit is to be applied

Field Description Select the term for which the student’s transfer credit is to be processed for this row of the model. Note that it is possible to articulate credits across multiple terms, for example, if a student has continually taken credit outside the academic institution and user has posted credit at each point in time. (Note: Student must be Term Activated for the Articulation Term) The Test Credit process automatically groups incoming test credit and its internal equivalent courses together on separate rows within the grid at the bottom of the page. The number in this field identifies the group as unique among other groups on this row of the test credit model The system automatically assigns a sequential number to each incoming row of test credit to identify unique rows in the table. After user runs the Transfer Credit process for this row of the model, the process displays the transfer status of each transfer credit that it evaluated. Possible statuses are Accepted, Rejected, No Rule, and Contingent. Type of the test (e.g GRE, Regents, AP) Component of the Test. Values for this field are determined by the test ID that user enters. After user runs the Transfer Credit process for a model, the system displays the subject and catalog number of the internal course that is equivalent to the transfer credit that it evaluated. The process determines these values for course transfer credit according to the internal equivalent course specified for the applicable course transfer equivalency rule on the Subject Area Elements page of the Transfer Subject Area component; and for test transfer credit according to the internal equivalent course specified for the applicable test transfer equivalency rule on the Test Credit Rule/Component page. When processing transfer credit manually, after user enters the equivalent subject and catalog number on the Equivalent Course Information page for this row of the model, the process displays the selection in this field. User access the Equivalent Course Information page by clicking the Edit Equivalent Course button on the corresponding row of the model. Click the Transfer Status Detail button to access the Transfer Rule Applied page or the Reject Reason page, where user can either view the transfer equivalency rule that the Transfer Credit process applied to the corresponding external course, or, if the transfer credit is rejected, view the reject reason. Click the Edit Equivalent Course button to access the Equivalent Course Information page, where user can edit equivalent course information prior to posting transfer credit. Clicking this button displays a new field in which an existing Group number can be entered. The system then moves the external course (and its internal equivalent if one has been determined) to that Group. Last Updated: October 30, 2013| Page: 739

Field (Reject External Course)

(Add Internal Equivalent) (Delete Internal Equivalent) (Comment/Override Reason) Lock

SR Reference Guide Field Description Click the Reject External Course button to reject incoming courses before user posts transfer credit. Only the incoming course on the corresponding row will be rejected. For example, if incoming Bio 0099 and Bio 101 are equivalent to internal Biol 9, and user click the reject button on the Bio 0099 line, the resulting rule will be that Bio 101 is equivalent to Biol 9. Click the Add Internal Equivalent button to access the Equivalent Course Information page, where user can add internal equivalent course information. Click the Delete Internal Equivalent button to delete the corresponding internal equivalent course from the Group within which it appears. This button appears only if there are multiple internal equivalent courses for that Group. Click the Comment/Override Reason button to add an override reason and comment about any adjustments user makes to a group row of a transfer credit model. Select to lock the corresponding group of the transfer credit model. User might select this check box, for example, if user intend to post or unpost transfer credit for that group at a later date. The groups for which user selects this check box are excluded from a rerun of the Transfer Credit process. If user rerun the Transfer Credit process and something about the incoming transfer credit has changed (such as grades or units), then the process displays a red letter Y in front of that group. The Y alerts user that something about that incoming transfer credit changed after the group was locked. User might therefore want to investigate the change before user post or unpost the corresponding transfer credit.

Click on the Edit Equivalent Course icon (

) to enter Test type and equivalent Course Credit

Enter or lookup Test Credit Input and Equivalent Course Credit. The following table describes the fields on the Equivalent Course Information page of the Test Credits - Manual component. Test Credit Input group Last Updated: October 30, 2013| Page: 740

Field Test ID Component Data Source Test Date Test Score Percentile Equivalent Course group Field Course ID

Offer Nbr (offering Number)

SR Reference Guide Field Description Enter the identification number of the test for which user is defining this test equivalency rule. Enter the component of the test for which user is defining this test equivalency rule. Select value for the Test source – SKAT, ETS etc. Enter the date test of taken Enter valid test score If available, enter the percentile value for the Test component.

Field Description Enter the course to which the given test component is equivalent. The system prompts user with courses from the academic institution’s course catalog. User can add rows to create a one-to-many test equivalency rule. User is prompted from the course catalog. The system automatically populates the Course Offering Number and Units Taken fields with values from the course catalog definition. User can enter a different offering number and enter different units. By default, the system displays the course offering number of the specified course according to the value in the academic institution’s course catalog. User can override this default value.

Click OK button to return. (Screenshot after Test Credit entry)

Use Add a new row icon (

) to enter additional Test Credit/Equivalent Course Credits.

Test Credits by Term page Use the Test Credits by Term page to calculate credits to be transferred (Calculate button).

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Click the Post button to post the test credits to the student’s record. After clicking the Post button, check the Model Status to ensure credits were posted or completed and check the Test Credit Summary section to ensure correct units taken and transferred

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Chapter 3 – Evaluate Other Credit A student may be granted credit for non-coursework experience, such as military experience or work in a particular profession. This chapter contains instruction on the transfer of such other credit.

Chapter Objective Upon completion of this chapter, users will be able to: • •

Process Other Transfer Credit Process Permit Out Credits

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Topic 1:

Evaluate ‘Other’ Credits

A student’s other credit may be transferred using the Other Credits – Manual component. Life Achievement, Veterans Service and Permit/ePermit courses are also entered using this component The Other Credits – Manual component can be found by navigating to Records and Enrollment > Transfer Credit Evaluation > Other Credits – Manual.

Step Summary 1. Navigate to the Other Credits – Manual component. 2. Search for an existing record by student ID (or name) career and academic institution. If none is found, click on the Add a New Value page and add a new record. 3. If a record already exists and the other credit is being granted for a different program and plan, add a new row. 4. If it is a new row, enter the program and plan for which the other credit is to be granted. 5. If some Other credit has already been granted for this program and plan and the new other credit is to be granted for a different articulation term, add a new articulation term row. 6. If this is a new articulation term row, click on the Edit Equivalent Course button of the first entry row. 7. Enter course data on the Equivalent Course Information page. 8. Click the OK button. 9. Click the Comment/Override Reason button on the same row and enter comments if necessary. 10. If additional other credits are to be granted for the same articulation term, add a new entry row. 11. Repeat Steps 6-10 above as needed. 12. Save.

Detailed Information After navigating to the Other Credits – Manual component, search for an existing record by student ID (or name) career and academic institution. If none is found, click on the Add a New Value page and add a new record.

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SR Reference Guide Use the Other Credit Detail page to designate the academic program and plan and articulation term for which the other credit is to be granted.

The following table describes the fields on the Other Credit Detail page of the Other Credits - Manual component. Field Academic Program Academic Plan Articulation Term

Field Description The degree program in which a student is active. Enter or select the academic program to which the student’s other credit is to be applied. A student’s major (or minor) area of concentration within an academic program. Enter or select the academic plan to which the student’s other credit is to be applied Enter or select the code for the term to which the student’s other credit is to be applied.

Click on the Edit Equivalent Course button. The Equivalent Course Information page is displayed.

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SR Reference Guide Use the Equivalent Course Information page to enter data about the other credit being granted and the equivalent course being used to represent that credit.

For PERMIT courses the following apply: • • • • •

Other Credit: Should be “PERMIT Institution Name”. eg: PERMIT CUNY QUEENS COLLEGE Short Desc: PERMIT Long Description: “PERMIT Institution Name”.- Same as Other credit Other Credit Type: Permit Values in the Other Credit and Long Description fields, shows on the Transcripts.

For ePERMIT courses following also apply: •

Grading Basis defaults to TRN Grading Basis, along with CR as the Official Grade. Last Updated: October 30, 2013| Page: 746

o o

SR Reference Guide Select ‘GRD’ Grading Basis and assign the appropriate grade (Official Grade) including administrative grades. Once the GRD Grading Basis is selected and grade assigned, the ‘Include in GPA’ checkbox will become grayed out.

The following table describes the fields on the Equivalent Course Information page of the Other Credit - Manual component. Field Field Description Other Credit Enter a name for the other credit being granted. Short Desc (description) Enter a short description for the other credit being granted. Long Description Enter a long description for the other credit being granted. Other Credit Type Select a type for the other credit being granted (e.g. “Life Experience,” “Military,” “Work Experience” etc. Evaluation Date Enter the date the other credit is being evaluated. Course ID Enter or select the course for which for the other credit being granted. Offer Nbr (Number) Enter or select the offering number of the course for the other credit being granted. Units Transferred Enter the number of units being granted for this other credit. Grading Scheme The grading scheme defines all valid grading bases of an academic program, as defined on the Academic Program Table component. The system applies the grading scheme to classes within that academic program. Grading Basis Basis upon which grades are assigned to students in a class, e.g. “Graded” (letter grade), "Pass/Not Pass," etc. Official Grade Grade awarded to the student for this other credit. Repeat Code Repeat codes work in conjunction with repeat rules to determine whether a repeated class violates defined repeat policies. Select a repeat code for the other credit transaction, if applicable. Designation (Requirement Used to indicate the course type and coding as Liberal Arts or Non Liberal Arts in Designation) the following areas: Compensatory, Developmental, Graduate, Laboratory, Massage, Remedial, and Regular. Include in GPA Selected or cleared, depending on Grading Basis. GrdPt/Unit (Grade Point per unit) System reflects Grade Points per unit if Grading Basis of “Graded” is selected and letter grade is entered in “Official Grade.”

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Topic 2:

Permit Out (ePermit/Permit)

A student from the institution (college) is going to another CUNY institution for part time credits for a specified semester. Example: Student (12345678) permits out to go to BCC01 (Bronx Community College) and is currently active in the UGRD program at HOS01 (Hostos Community College)

Step Summary 1. 2. 3. 4. 5.

Verify the Course Catalog units, grading basis and Component configuration Enroll the student in the course (Ex: PERM 9004) Activate the student in the POXX Student Group (Use the term begin date) Inactivate the student in the POXX Student Group (Use the day after the term end date) Assign Other Credit for the completed coursework

Detailed Information High-Level Overview Course must have accurate Academic Progress Units and Grading Basis defined (Impacts Billing / FA) Records and Enrollment > Enroll Students > Enrollment Request or Quick Enroll a Student

Use Term End Date Records and Enrollment > Career and Program Information > Student Groups

Enroll Student in the PERM Course

Use Term Begin Date Records and Enrollment > Career and Program Information > Student Groups

Enter the Student in the POXX student group

Inactivate the POXX Student Group

Coursework appears on the Home Transcript and PERM course will not be graded Records and Enrollment > Transfer Credit Evaluation > Other Credits - Manual

Coursework completed?

No

Do not Post Other Credit

Yes

Post Other Credit

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SR Reference Guide Verify the Course Catalog • •

PERMIT courses must have the appropriate number of units populated in the Academic Progress Units and Financial Aid Progress units fields – as noted below. Min/max units should be set to 0.00 In the example below, PERM 9004 represents a 4 units Permit course.

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SR Reference Guide Enroll in the PERM course

Add POXX Student Group (Use the term begin date)

• •

Where the PO= Permit Out and the XX= represents the legacy institution code, i.e. 06 and 09 for QNS01 and QCC01; for example: PO06 or PO18 Permit Out to LAG01 When assigning the POXX Student Group to a student, the effective date (ACTIVE as of) should be the first day of the term. (The system will automatically populate the effective date with today’s date.)

Inactivate the Student Group (Use the day after the term end date) •

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• •

SR Reference Guide When inactivating the POXX Student Group, the effective date (INACTIVE as of) should be the day AFTER the last day of the term (i.e. if the last day of the semester is 12/22, then 12/23 should be the date used). Be sure to change the status to ‘Inactive’ and change the date! IMPORTANT: It is highly recommended to complete Step 2 and 3 at the same time. Simply, insert a row, change the date to the appropriate end date and set status to Inactive. If the Student Group is assigned to a student and it is not set to become inactive as of date xx/xx/xxxx, the student will remain in that Student Group indefinitely. It is imperative that Student Groups are future effective dated, especially when a Business Process warrants the assignment of a Student Group for a term.

Post Other Credit (upon completion of course work at the Host Institution) • • •

Enter the other credit and equivalent course (this is the Home Institution’s Course Catalog) ‘PERMIT’ must be selected as the ‘Other Credit Type’ Note: Grading basis defaults to TRN (along with CR grade). ` o End user must change the grading basis to GRD grading basis o Enter the grade (official grade) o Once the grading basis is changed from TRN to GRD the "include in GPA" checkbox will become grayed out.

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SR Reference Guide •

End user MUST click on POST in order to finalize the process and in order for this information to appear on the student's record

Verify the status on the next page

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Clarification for Include in GPA (include in grade point average) • Select to include eligible courses within this model in students' GPA totals and No GPA totals at the academic institution. Clear this check box to include the eligible courses as units only. • Eligible courses are those courses with the Include in GPA check box selected on the Equivalent Course Information page. Conversely, ineligible courses are those with the Include in GPA check box cleared on the Equivalent Course Information page. • The system renders the Include in GPA field on this page unavailable once the model is posted.

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Chapter 4 – Run Transfer Credit Reports This chapter describes two reports in which the transfer credits of individual or multiple students can be viewed and printed.

Chapter Objectives Upon completion of this chapter, learners will be able to: • •

View and print the Transfer Credit Summary for individual students View and print the Transfer Evaluation Reports for multiple students

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Topic 1:

View/Print Transfer Credit Summary

The Transfer Credit Summary can be found by navigating to: Records and Enrollment > Transfer Credit Evaluation > Transfer Credit Summary

Step Summary 1. 2. 3. 4. 5. 6.

Navigate to the Transfer Credit Summary component Add a new Run Control ID or find an existing one to reuse. Enter or select a student ID. Enter selection criteria. Click the Submit button. View the Selection Result page. (Once the retrieval process is complete, the system automatically displays the Selection Result page). 7. Print results, if desired.

Detailed Information Use the search page of the Transfer Credit Summary component to add a new Run Control ID, or find an existing one to reuse.

Use the Selection Criteria page to specify the student whose transfer credit summary is to be retrieved, and to enter any parameters for the results desired.

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SR Reference Guide The following table describes the fields on the Selection Criteria page of the Transfer Credit Summary component: Field ID Academic Institution (required) All Careers Career/Program/Plan

Academic Career Academic Program Academic Plan Posted Status (required)

Articulation Term

(Sort Order) Articulation Term

Submit

Field Description Select the ID of the individual whose transfer credit summary user wants to view or print. The system prompts user with IDs from the personal data table. Select the academic institution for which the specified individual’s transfer credit was processed. Select to retrieve transfer credit summaries for all academic careers associated with the specified individual. Select this option to retrieve the specified individual’s transfer credit summaries within a specific academic career, target academic program, and target academic plan. The Academic Career, Academic Program, and Academic Plan fields become available when this option is selected. Select a specific academic career for which user wants to retrieve the specified individual’s transfer credit summaries. Select a specific academic program for which user wants to retrieve the specified individual’s transfer credit summaries. Select a specific academic plan for which user wants to retrieve the specified individual’s transfer credit summaries. This filter option enables user to retrieve transfer credit summaries for the specified individual, based on transfer status. Select from the following choices. All: Retrieve all transfer credit summaries regardless of transfer status. Completed: Retrieve only transfer credit summaries in which transfer credit has been evaluated and models created but the individual does not yet have an academic program, academic plan, and term activation record for the academic program and articulation term as defined on the transfer credit model. Modeled: Retrieve only transfer credit summaries in which models have been created. Posted: Retrieve transfer credit summaries for transfer credits that have been posted to a student's career term records. This filter option enables user to select a specific term for which transfer credit has been processed. The system will only display models that have been processed for the articulation term specified. There are two options: Ascending and Descending. Ascending prints models from the oldest to the newest articulation term. Descending prints models from the newest to the oldest articulation term. After selection criteria and filtering options are defined, click this button to retrieve the transfer credit summaries for the specified individual according to the selection criteria. Once the retrieval process is complete, the system automatically displays the Selection Result page.

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SR Reference Guide Selection Result After clicking the Submit button on the Selection Criteria page, the Selection Result page appears and displays the student’s transfer credit for the selected academic program(s), career(s) and articulation term(s).

The following table describes the fields on the Selection Result page of the Transfer Credit Summary component: Field Generate Report (button)

Articulation Term Group

Model Status External Subject / Catalog Number Units Taken Grade Input Status Equivalent Subject / Catalog Number Units Transferred Official Grade Reject Reason

Field Description Click to run the SQR report. The report contains the same information as the summary page with the addition of a Repeat field for a student who has already completed course work at the institution. The report is designed in an easy-to-read format intended to be distributed to prospects, applicants, students, recruiters, or advisors. They can see what classes transferred and to which equivalent classes. They can also view their internal and external GPAs. The articulation term for which the transfer credit was processed. The group number within the model that associates incoming transfer credit and its internal equivalent courses together. The number in this field identifies the group as unique amongst other groups. The status of the transfer credit model. There are three possibilities: Submitted, Completed, or Posted. The external subject and catalog number of the class being transferred. The units that the individual took for the class being transferred. The grade that the individual received for the class being transferred. The transfer status of the credit being transferred. Possible transfer status values are Accepted, Contingent, Posted, No Rule, or Rejected. The subject and catalog number of the internal course that is equivalent to the transfer credit. The units of the internal equivalent course. The individual’s official grade for the internal equivalent course. If the transfer credit was rejected, the system displays the reject reason.

Generate Report button Click the Generate Report button to generate a printable report of the Transfer Credit Summary. Click the Report Manager link.

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SR Reference Guide

Report Manager page appears. Click Refresh until status is “Posted.” Click the report link to display the report.

When the report link is clicked, the printable pdf version of the Transfer Credit Summary is displayed. Click the appropriate icon to save or print.

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Topic 2:

Create Transfer Evaluation Report (Batch Process)

The Transfer Evaluation Report is used to view and print transfer credit information for multiple students. The Transfer Evaluation Report can be found by navigating to: Records and Enrollment > Transfer Credit Evaluation > Transfer Evaluation Report

Step Summary 1. 2. 3. 4.

Navigate to the Transfer Evaluation Report component. Add a new Run Control ID or find an existing one to reuse. Specify the Academic Institution for which transfer information is to be retrieved. Further refined the criteria for the transfer records defined, including by Academic Career, Academic Program and Plan, Articulation Term. 5. Run the Evaluation Report. 6. Review the report details. 7. Print, if desired.

Detailed Information Use the search page of the Transfer Evaluation Report component to add a new Run Control ID, or find an existing one to reuse.

Use the Evaluation Reports page to define the criteria for transfer information to be retrieved.

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SR Reference Guide The following table describes the fields on the Evaluation Reports page of the Transfer Evaluation Report component: Selection Criteria group Field Academic Institution (required) Academic Career Academic Program Academic Plan Filter Options group Field Posted Status (required)

Articulation Term

Sort Order group Field Order By

Field Description Enter the Academic Institution for which the transfer credit is to be retrieved. Specify, if desired; only those transfer credits belonging to a single Academic Career. Specify, if desired; only those transfer credits belonging to a single Academic Program. Specify, if desired; only those transfer credits belonging to a single Academic Plan.

Field Description This filter option enables user to retrieve transfer information based on transfer status. Select from the following choices. All: Retrieve all transfer credit summaries regardless of transfer status. Completed: Retrieve only transfer credit summaries in which transfer credit has been evaluated and models created but the individuals do not yet have an academic program, academic plan, and term activation records for the academic program and articulation term as defined on the transfer credit models. Modeled: Retrieve only transfer credit summaries in which models have been created. Posted: Retrieve transfer credit summaries for transfer credits that have been posted to students' career term records. This filter option enables user to select a specific term for which transfer credit has been processed. The system will only display models that have been processed for the articulation term specified. Field Description Select the order in which user wants the system to sort the transfer credit summaries. Name: The system prints transfer credit summary reports in alphabetical order by last name, first name. ID: The system prints transfer credit summary reports in ID order.

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Unit XII: Transcripts Unit Introduction Transcripts display a student’s academic history. They are used to examine the progress made by a student toward a particular degree and to share that information with outside institutions. Students, Faculty, Advisors, and Registrars all use transcripts. This course includes instruction on the different types of transcripts, the users and consumers of transcripts, as well as the process to request, receive and send transcripts. About Transcripts Transcripts are certified documents and contain a summary of a student’s academic history at an academic institution. All the courses the student completed successfully and unsuccessfully are displayed. Transcripts provide an account of courses that were withdrawn after the registration deadline. Special accolades or specific information about coursework can also be viewed on a transcript. Many different people and parties use transcripts. The Registrar prints transcripts and uses them to inform outside institutions and entities (Colleges, Universities, Employers, State Agencies, Federal Agencies and other third parties) of the student’s academic history. Advisors use transcripts to aid their advisees in completing their academic program. Students can also request transcripts for their own records. Multiple types of transcripts are available for different purposes. The Registrar can produce official transcripts as needed. Advisors may create advisement transcripts for their advisees, via the Self Service navigation link in CUNYfirst. At any time in a student’s career, including as alumni, students may request transcripts by contacting the Registrar’s Office inperson, by telephone or by mail. Finally, a student can view his/her unofficial transcript via Student Self Service and can also request an official transcript online via Credentials, Inc., a third party vendor used by CUNY. Transcript Types There are six different Transcript Types available to each campus. Note: For a summary view of the types of transcripts, the methods of request, as well as other related information, see Appendix.

A Transcript Type helps to determine not only what information will appear on the transcript, but in what order (chronological, or by Career). Transcript Type

Long Name

OFFIC / OFFLW

Official Transcript

ADVMT

Advisor Unofficial Copy

STDNT

Student Unofficial Transcript

REG1 REG2

Registrar Internal Only Registrar Internal Only

XFERI

Transfer What If

Description printed on paper with college seal and sent to third party institutions used by Advisor to see the student’s record unofficial transcript used by the student for their own records prints in chronological order prints in order by Career incoming course and internal equivalent is printed in the transcript header

Requester

Print Order

Student

Career

Advisor

Career

Student

Career

Registrar Registrar Registrar

Chronological Career Career

Admissions

Fees There is no fee for transcripts sent from one CUNY campus to another CUNY campus. There is also no fee when a student prints a copy of a transcript through CUNYfirst Self Service. When a transcript is requested and sent to other locations, a fee is assessed. These fees are detailed in the CUNY tuition fee manual. Last Updated: October 30, 2013| Page: 762

SR Reference Guide In order to request a transcript in-person from the Registrar’s Office, the student must first go to the Bursar’s Office and pay the transcript fee. Proof of payment must be shown at the Registrar’s Office in order to have an Official Transcript generated. If an Official Transcript request is mailed to the college, the request must contain payment in the form of a check or money order and will be processed by the Bursar’s Office prior to the Registrar’s Office generating the request. In-person requests require proof of payment from the Bursar’s Office before the transcript is generated by the Registrar’s Office. The Registrar’s Office generates transcripts in batch for large groups of students, and as single requests for individual students. Transcripts from one CUNY college to another CUNY college are free. Students are able to generate an Unofficial Transcript for themselves via Student Center self-service. Credentials, Inc All online Official Transcript requests go through Credentials, Inc. Students use a link in Self Service to navigate to the transcript request page on the Credentials website (http://www.credentials-inc.com). They may also go directly to the Credentials website. Online requests are gathered by Credentials and then sent to CUNY for processing. Credentials, Inc. verifies the student’s biographical and demographical data against the CUNYfirst database to ensure that the request is valid before processing it. If the student does not pass this verification, they will not receive a transcript and will be notified by Credentials. If the verification is positive, Credentials checks for any negative Service Indicators. These system statuses denote when a student may have an impediment to receiving a transcript, like outstanding fees that are owed to the library, for example. Negative service indicators prevent a student from receiving a transcript. If there is no service indicator with an impact that holds up delivery of transcripts existing on the student’s record, Credentials processes the student’s online credit card payment, and submits the request to CUNYfirst to process. Credentials, Inc. then updates the processing status in the Credentials database. Next the Registrar’s Office processes the transcript requests. The requested transcripts are printed and mailed to their respective recipients. Students are able to view the status of their Official Transcript Requests by logging into Credentials Credentials, Inc. creates Transcript Request IDs as part of the interface between Credentials, Inc. and CUNYfirst. These ID’s are then used by the Registrar to generate and print transcripts. Responsibilities There are many different people and entities involved in requesting, generating, printing and delivering transcripts. This matrix summarizes these roles and responsibilities. Person/Entity Registrar

Bursar Advisor Student Credentials, Inc.

Responsibilities Searches for student transcript requests Creates and process transcripts for large groups of students and transcript requests for individual students Identifies parameters and requests transcripts be purged Defines Transcript Text (comment or note placed on a transcript) Processes transcript fees Views Advisement Transcripts and consults with students Requests Official transcripts Receives Official Transcript request Verifies student’s status at CUNY Generates transcript requests Sends Transcript Request IDs to CUNY

Unit Objectives Upon completion of this course, the learner will be able to: • • • •

compose and add additional text to transcripts locate previously created transcript requests request, generate and print transcripts for individuals, and groups purge transcript requests. Last Updated: October 30, 2013| Page: 763

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Chapter 1 – Define Transcript Text The Registrar’s Office has the option of adding Transcript Text to the student’s transcript. Transcript Text is used to add a comment on a transcript for a specific student. This text will always print on the transcript at the user’s specified location and becomes a permanent part of the student’s record, recorded on the transcript. Unlike transcript notes, which are predefined and attached to students on the enrollment request pages, Transcript Text is created for a specific student and is not necessarily associated with a specific enrollment record.

Chapter Objectives Upon completion of this chapter, the learner will be able to: •

compose and add additional text to transcripts.

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Topic 1:

Create/Update Transcript Text

The Registrar’s Office has the option of adding Transcript Text to the student’s transcript. Transcript Text is used to add a comment on a transcript for a specific student. This text will always print on the transcript at the user’s specified location and becomes a permanent part of the student’s record, recorded on the transcript. Unlike transcript notes, which are predefined and attached to students on the enrollment request pages, Transcript Text is created for a specific student and is not necessarily associated with a specific enrollment record. Print Location designates on which part of the transcript the Transcript Text prints. Transcript Levels and Transcript Types are used to define which transcript(s) will receive that particular Transcript Text. Note: When creating Transcript Text, the user must use the field Flexible Transcript Type and must not use the field Transcript Type.

For the purpose of explanation, the words Transcript Type will be used. Flexible Transcript type will be used when referring to the actual field. The Define Transcript Text process can be found by navigating to: Records and Enrollment > Transcripts > Transcript Text

Step Summary 1. Navigate to the Transcript Text page 2. Enter Search criteria and Click Search 3. Enter: a. Relative Position b. Print Location c. Institution d. Transcript Level or Flexible Transcript Type 4. Enter Transcript Text, and add rows if necessary Last Updated: October 30, 2013| Page: 766

SR Reference Guide 5. Save 6. Run the transcript for the student to view (See the Reports Appendix)

Detailed Information Transcript Text Search page

Field ID Academic Career Student Career Nbr (Number) Campus ID National ID Last Name First Name

Field Description ID for the student whose Transcript Text the user desires to enter The academic level of course work, such as graduate, undergraduate, professional, etc. Identifies a student’s distinct academic program within an academic career Not used by CUNY at this time Social security number which is masked by CUNYfirst to the last 4 digits Last name of the student First name of the student

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SR Reference Guide Transcript Text page

Field Print Loc Seq (Print Location Sequence) Relative Position

Print Location

Institution Text Seq Nbr (Sequence Number)

Field Description Identify the order in which Transcript Text appear within a Print Location; the default is 1, and each additional row increments by 1 Select the relative position of the Transcript Text within the chosen print location Valid values include the following: After: Transcript Text appears immediately after the specified print location sequence Before: Transcript Text appears immediately before the specified print location sequence Dropdown menu that states the print location of the Transcript Text; CUNYfirst uses this field in conjunction with the Relative Position field to determine where to print the Transcript Text Additional fields, such as Model Nbr (Number) may pop up to add further clarification depending on what is selected from this dropdown menu. See below for Print Location Values. Specific institution for which the user seeks to create Transcript Text; determines which Transcript Types are available in the Transcript Type field Determines the order of printing on the student's transcript before or after a print location; CUNYfirst enters a default value of 1; text rows may be inserted and the text sequence number may be increased incrementally

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Field Transcript Level

Transcript Type Flexible Transcript Type

Transcript Text Button Button

SR Reference Guide Field Description Enable Transcript Text to be designated to print on more than one Transcript Type; values include: • Degree Progress • Student Life • Unofficial • Official • Not Print Use Transcript Level OR Flexible Transcript Type but not both. Not used on this component; use Flexible Transcript Type Configured template that corresponds to an arrangement and selection of information to be displayed on a transcript; values include: • OFFIC • ADVMT • STDNT • REG1 • REG2 • XFERI Use Transcript Level OR Flexible Transcript Type but not both. Comment or note that the user desires to appear on the transcript Add a row Delete a row

The user enters Relative Position, Print Location, Institution, Transcript Level and Flexible Transcript Type. Finally the Transcript Text is entered. Rows may be added to add additional Transcript Text with the same Relative position, etc. Print Location The location of the text on a transcript is dictated by the Print Location. CUNYfirst uses this field in conjunction with the Relative Position field to determine where to print the Transcript Text on a transcript. Field Print Location

Values • • • • • • • • • • • • • • • • •

Academic Program Academic Standing Cumulative Stats Degrees - External, Degrees - Local Enrollment Milestones Student Personal Data Term Honors Term Statistics Transcript Print Date Transcript Recipient Transcript Request Reason Transcript Requester Transfer Credit - Courses Transfer Credit - Others Transfer Credit – Tests Withdrawal Info

Transcript Level Transcript Levels enable Transcript Text to be designated to print on more than one Transcript Type. Once the Transcript Text is created for a student, it always appears on transcripts that correspond with the Transcript Level that is specified. The Transcript Text also prints on transcripts that are at or below the Transcript Level that is selected. Last Updated: October 30, 2013| Page: 769

SR Reference Guide Note:

Official is the highest Transcript Level.

The Transcript Level hierarchy is as follows: Transcript Level Official Student Life Unofficial Degree Progress Not Print

Prints on the Transcript Types OFFIC, STDNT No Transcript Type(s) associated at this time REG1, REG2 ADVMT, XFERI Does not print

For example, if the Transcript Level selected is Unofficial, the Transcript Text would appear on the Transcript Types REG1, REG2, ADVMT, and XFERI but not OFFIC and STDNT. The user may choose to use either Transcript Level or Transcript Type. Again, when the user selects a Transcript Level, it permits the Transcript Text to be designated for multiple Transcript Types. Alternatively, the user may choose to use Transcript Type, in which case the Transcript Text will only print on a single Transcript Type. Note:

Use Transcript Level OR Flexible Transcript Type but not both. When Not Print is selected, the information is not printed on any transcript.

The dropdown menu lists the Transcript Level in alphabetical order rather than hierarchical order. The following screenshot displays the dropdown menu:

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SR Reference Guide

Chapter 2 – Generate Transcripts This chapter details the process for printing transcripts for one individual at a time or for a small group of students. A Registrar may want to print a transcript for a student who is visiting the office in-person and not run through the Batch Transcript Process. Also detailed in this chapter is the purge process which deletes the transcript requests from CUNYfirst and helps the system to run more efficiently.

Chapter Objectives Upon completion of this chapter, the learner will be able to: • • • •

request, generate and print transcripts for individuals and small groups locate previously created transcript requests process transcripts for large groups of students in a batch purge transcript requests.

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Student Records

Topic 1:

Reference Guide

Generate Transcripts for Individuals or Small Groups

This topic explains how to process transcripts for individual students or for dynamically created groups of students that meet user specified criteria. A small group of students is defined as a group of fewer than 20. The user can process transcripts online or in the background at scheduled intervals, and can send the results to a file, a window, or a printer. The Flexible Transcript Request component is used to create transcript requests for processing on future dates or events. For example, a student can request that a transcript be processed once they have been awarded a degree, once their grades have been posted for a term, or once a specific date arrives. Upon saving the future transcript request, CUNYfirst generates a Report Request Number. The user can then use a single Report Request Number, a range of Report Request Numbers, or requested Print Dates to process these requests. Note: If the negative service indicator exists and has a TRAN impact, user may not produce a transcript for the student.

Step Summary The Transcripts for an Individuals or Small Groups process can be found by navigating to: Records and Enrollment > Transcripts > Request Transcript Report To run the Transcripts for an Individuals or Small Groups process: 1. Navigate to the Request Transcript Report component. 2. Search for an existing Report Request Number or use Add a New Value to create a new one 3. On the Transcript Request Header Tab enter values for: a. Institution b. Transcript Type c. Number of Copies d. Future Release e. Request Reason 2. On the Transcript Request Detail page, enter ID 3. Add rows as necessary 4. Click the Save button 5. Click the Process Request button 6. Click the Print button 7. Click the Report Manager link to find the requested transcript

Detailed Information Find an Existing Request The Request Transcript Report page allows the user to enter a Report Request Number to find an existing Transcript Request. To find an existing Transcript Request using the Renter a Report Request Number in to the Report Request Nbr (Number) field and click the Search button.

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SR Reference Guide Request Transcript Report page

Add a New Request By clicking the Add a New Value tab, a new Transcript Request may be entered. Once the user clicks the Add a New Value tab, the first tab of the Request Transcript Report page is displayed. Request Transcript Report page - Transcript Request Header tab Initially, the Report Request Nbr (Number) is 000000000 because the request has not been submitted yet (this is done on the next tab, Transcript Request Detail). The user must enter information into the following fields: Institution, Transcript Type, Number of Copies, Future Release and Request Reason. Optionally, the user may decide to use the checkboxes for Freeze Record, Override Service Indicator, or Cancel Request. To create transcripts for future release, enter the request parameters and save the request without processing it. To later process and print the future release request, enter a single or range of report request numbers, or requested print dates on the Transcript Generation page. CUNYfirst processes requests for all transcripts due to print within the range specified. Once the user processes a transcript request, CUNYfirst marks the Report Request ID as complete, and excludes it from further processing.

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Field Report Request Nbr (Number) Request Date User ID Institution Transcript Type

Freeze Record (optional) Override Service Indicator (optional)

Field Description Unique ID number that corresponds to a transcript request Date that corresponds to a Report Request Unique ID number that corresponds to each user A specific college within CUNY, identified by an alphanumeric code Configured template that corresponds to an arrangement and selection of information to be displayed on a transcript; values include: • OFFIC • ADVMT • STDNT • REG1 • REG2 • XFERI Checkbox used to protect the request from being purged during the process Checkbox which allows the processing of transcripts for all students, regardless of whether their service indicators match those specified for this Transcript Type on the Basic Data page; Note:

Number of Copies

Some service impacts (if listed on the Basic Data page and attached to the student through a service indicator) might prevent a student from receiving a transcript.

When the checkbox is not selected, CUNYfirst enforces the service indicator rules and does not generate transcripts for students with negative service indicators that match the service impacts on the Basic Data page for this Transcript Type. Number of copies the user requests once a Printer is selected in the Output Destination field; CUNYfirst defaults the field to 1

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Field Future Release

Academic Career (optional)

Term

Print Date (optional) Request Reason (optional)

Cancel Request (optional)

SR Reference Guide Field Description Indicates that the user would like to print a transcript at a later date Values include: • Degree Confer Date: The Career and Term fields are available for entry. • Grades Post: The Career and Term fields are available for entry. • Specific Date: The Print Date field is populated by default to the current date and is available for entry. The user enters a specific date for the transcript request to be processed through the Transcript Generation page. • Hold: The Print Date field is populated by default to the current date and is available for entry. This option indicates that the user is going to process the request at a later and as yet undetermined time. The system saves this request until the user changes the future release value and enters a specific print date. • Immediate Processing: The Print Date field is populated by default to the system date. This value is used as the online default, as well as by Self Service. • Transfer Credit Post: The Print Date field is populated by default to the current date and becomes available for entry. The user issues a transcript through the Transcript Generation page once CUNYfirst has articulated transfer credit to the student's academic record. This process is not automatic. The academic level of course work, such as graduate, undergraduate, or professional (Note: field is only available if value for Future Release fields is either Degree Confer Date or Grades Post) A period of time within a given year (Spring, Summer, Fall) identified by a numeric code and consisting of sessions in which classes are scheduled at a specific institution (college) (Note: field is only available if value for Future Release fields is either Degree Confer Date or Grades Post) Date for the user desires the transcript printed Reason that appears on the transcript if the Transcript Type is set to display the information; values include: • Date Change • End of Term Print • External Request • Graduation • Student’s Request • Web Transcript Request Checkbox used to cancel a future-dated transcript request before it is processed.

Next the user proceeds to the Transcript Request Detail tab to enter the student’s information for the desired transcript. Request Transcript Report page - Transcript Request Detail tab In order for the Request to be processed, the user must enter information that pertains to which student’s transcript is being requested. By entering a student ID into the ID field, the Name field will populate with the correct student. Use the button to add a new row and enter an additional student. Repeat as necessary. To remove a row, use the

button.

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SR Reference Guide Click the Process Request button. Once the request is processed, View Report link is available to the user and can be clicked to view the requested transcript (pdf format).

Sample Transcript

Request Transcript Report page – Report Messages tab This tab is used to view system messages associated with the Report Request.

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Topic 2:

View Transcript Requests

The Registrar, as well as those with appropriate security, can enter requests for a transcript. These requests can then be processed at a later date. Requests also are entered into CUNYfirst via an interface with Credentials, Inc. These requests are accessed via the third party application RoboRegistrar. Note: For more information on RoboRegistrar, see the Credentials, Inc. website. http://credentialssolutions.com

Step Summary The Search for Student Transcript Requests process can be found by navigating to: Records and Enrollment > Transcripts > Transcript Request Inquiry To Search for Student Transcript Requests: 1. 2. 3. 4. 5. 6.

Navigate to the Transcript Request Inquiry page Choose an Academic Institution Click the checkbox for Flexible Transcript Choose Transcript Type Enter Student ID Click Search

Detailed Information The Transcript Request Inquiry page allows the user to search for a specific transcript:

Field Academic Institution Flexible Transcript Transcript Type

Field Description A specific college within CUNY, identified by an alphanumeric code Transcript in which the order of the information can be selected Configured template that corresponds to an arrangement and selection of information to be displayed on a transcript; values include: • OFFIC • ADVMT • STDNT • REG1 • REG2 • XFERI ID for the student whose transcript history the user desires to review

Student ID Transcript History Under the Transcript History Bar, the General Information page displays information about any requests that have been submitted. The Additional Information tab displays more information, for example, Print Date. In order to examine all the information available, click the Show all columns button. Last Updated: October 30, 2013| Page: 778

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Using the Report Request Nbr (Number), any submitted request for a transcript can be located in CUNYfirst, after which it can be generated, and printed. Field Report Request Nbr (Number) Transcript Type

Transcript Type (Description) Flexible Transcript Request Date Status

Print Date Requested By Send To Future Release

Term

Request Reason

Field Description Unique ID number that corresponds to a transcript request Configured template that corresponds to an arrangement and selection of information to be displayed on a transcript • ADVMT • STDNT • REG1 • REG2 • UNOFF • XFERI Full name of the Transcript Type Transcript in which the order of the information included can be selected Date the transcript was requested Standing of the Transcript Request; values include: Completed On Request Date the transcript was printed Person who requested the transcript Emails of personnel the transcript was sent to via CUNYfirst Indicates that the user would like to print a transcript at a later date; values include: • Degree Confer Date: The Career and Term fields are available for entry. • Grades Post: The Career and Term fields are available for entry. • Specific Date: The Print Date field is populated by default to the current date and is available for entry. The user enters a specific date for the transcript request to be processed through the Transcript Generation page. • Hold: The Print Date field is populated by default to the current date and is available for entry. This option indicates that the user is going to process the request at a later and as yet undetermined time. The system saves this request until the user changes the future release value and enters a specific print date. • Immediate Processing: The Print Date field is populated by default to the system date. This value is used as the online default, as well as by Self Service. • Transfer Credit Post: The Print Date field is populated by default to the current date and becomes available for entry. The user issues a transcript through the Transcript Generation page once CUNYfirst has articulated transfer credit to the student's academic record. This process is not automatic. A period of time within a given year (Spring, Summer, Fall) identified by a numeric code and consisting of sessions in which classes are scheduled at a specific institution (college). Reason that appears on the transcript if the Transcript Type is set to display the information; values include: • Date Change • End of Term Print • External Request • Graduation • Student’s Request • Web Transcript Request Last Updated: October 30, 2013| Page: 779

SR Reference Guide

Topic 3:

Generate Multiple Transcripts (Batch Process)

Transcripts for large groups of students can be processed as one. This provides a level of convenience and expedites the process for the Registrar. The steps needed to process transcripts for a large group of students are:

These steps may be executed one at a time or in combination. A dropdown menu called Process Action allows the user to select the process or a combination of processes according to the user’s own needs. Based on a specific Academic Institution or Transcript Type, the Process Action choices are: • • • • •

Request, Generate, and Print Create a Transcript Request Generate Transcript Generate and Print Transcript Print Transcripts only

Note: It is recommended that the user select the final Process Action listed in the menu—Request, Generate and Print—to complete the process concurrently, rather than using the other choices singly. The Process Transcripts component can be found by navigating to: Records and Enrollment > Transcripts > Batch Transcripts > Process Transcripts

Step Summary 1. 2. 3. 4. 5.

Navigate to the Process Transcripts page Input a Run Control ID and click the Add button or use established value Input the Academic Institution, Transaction Type and Process Action Select Request, Generate and Print for the Process Action field Enter the following fields: a. Override Service Indicator b. Population Selection c. Selection Tool d. Query Name e. Click OK and the Preview Selection Results link to view the results f. Click the Return button g. Input Use Student Select h. CUNY ID

i. Add additional rows if necessary with the button j. Input Print Sort Option and Report Template 6. Run the Process Transcripts Process with the Process Scheduler

Detailed Information Request, Generate and Print The Process Transcripts page allows the user to enter a Run Control ID or Add a New Value.

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SR Reference Guide

Once the Process Transcripts component displays enter an Academic Institution and select a Transcript Type.

Field Academic Institution

Field Description A specific college within CUNY, identified by an alphanumeric code; when the process is run, CUNYfirst creates a transcript request number for each row within the process instance

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Field Transcript Type

Process Action

Override Service Indicator (optional)

Number of Copies Population Selection Selection Tool

Query Name Use Student Select Clear List Empl ID (CUNY ID) Name Print Sort Option

Report Template

SR Reference Guide Field Description Configured template that corresponds to an arrangement and selection of information to be displayed on a transcript; values include: • OFFIC/OFFLW • ADVMT • STDNT • REG1 • REG2 • XFERI Activity or set of activities the user requests with respect to the transcript process: • Create Transcript Request • Generate Transcript • Generate and Print Transcript • Print Transcript • Request, Generate and Print Checkbox which allows the processing of transcripts for all students, regardless of whether their service indicators match those specified for this Transcript Type on the Basic Data page; When the checkbox is not selected, CUNYfirst enforces the service indicator rules and does not generate transcripts for students with negative service indicators that match the service impacts on the Basic Data page for this Transcript Type. Amount of copies of the transcript(s) being requested Checkbox used to enable the selection criteria area to become active where a Selection Tool can be used System tool used to select a population; values include: • Equation Engine: Used to develop a variety of formulas that can be used to identify a specific student population • External File: File that the user uploads that contains data about the population the user wishes to select • PS Query: PeopleSoft Query allows the user to load a query that has been made to select the desired population Name of the specific saved query that has been created and saved Checkbox used to enable the Student Select List where specific students can be selected by CUNY ID Button used to clear the list of CUNY IDs in the Student Select List Unique identification number for each student Name of the student Dropdown menu used to select the order in which to print the selected transcripts; values include: Last Name Student ID Zip/Postal Code Dropdown menu used to select the transcript report template with which to print the selected transcripts; values include: Transcript Report Portrait – should be selected. Transcript Report Landscape - Do not Use; Currently not in use at CUNY

The user can then choose the status of the Override Service Indicator checkbox, by placing a check in the box, the process will run regardless of negative service indicators that may be on the student’s record. Next the user can decide to use the Population Selection area by placing a check in the checkbox. This area allows the user to call up a query from the lookup table. The user may instead (or in addition) use the Student Select area by placing a check in the checkbox next to Use Student Select. This allows a single or multiple rows (by clicking icon) of CUNY IDs to be added for particular students. Last Updated: October 30, 2013| Page: 782

SR Reference Guide The user selects a Print Sort Option in the Additional Options area. This will order the requested transcripts by some attribute. They include Last Name, Student ID, and Zip Code. The user may also select whether the transcripts should print in portrait or landscape layout by selecting a Report Template. Once this information is complete, the saves the Run Control ID that has been updated or established by clicking the Save button at the bottom of the page. Finally, the user clicks the Run button at the top of the page and proceeds to run the Process Transcripts Process with the Process Scheduler. The other four choices for Process Action are described below. Depending on the Process Action selected, input available fields 1. Create Transcript Request: a. Override Service Indicator b. Population Selection Tool c. Query Name 2. Generate Transcript a. Generate Transcripts By b. Report Request Number (From) c. Report Request Number (To) 3. Generate and Print Transcript a. Generate Transcripts By b. Report Request Number (From) c. Report Request Number (To) d. Print Sort Option e. Report Template 4. Print Transcript a. Report Request Number (From) b. Report Request Number (To) c. Print Sort Option d. Report Template The Process Transcripts page allows the user to enter a Run Control ID or Add a New Value.

Create Transcript Request Once the Process Transcripts component appears enter an Academic Institution and select a Transcript Type. Next a Process Action must be selected. Users may create transcript requests only by selecting Create Transcript Request for the Process Action field. Last Updated: October 30, 2013| Page: 783

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. • • •

• •

The user can then choose the status of the Override Service Indicator checkbox, by placing a check in the box, the process will run regardless of negative service indicators that may be on the student’s record. Next the user can decide to use the Population Selection area by placing a check in the checkbox. This area allows the user to call up a query from the lookup table. The user may instead (or in addition) use the Student Select area by placing a check in the checkbox next to Use Student Select. This allows for a single or multiple rows (by clicking the Add a row button ) of CUNY IDs to be added for particular students. Once this information is complete, the saves the Run Control ID that has been updated or established by clicking the Save button at the bottom of the page. Finally, the user clicks the Run button at the top of the page and proceeds to run the Process Transcripts Process with the Process Scheduler.

Generate Transcript Users may also generate transcripts only.

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Field Generate Transcripts By

Report Request Number To/From Requested Print Date To/From • • •

SR Reference Guide Field Description Criteria used to select a group of transcript requests; values include: Request Nbr (Number): Transcript Request Number range Request Date: Date range of the transcript request User may enter a range of Report Request Numbers User may enter a Requested Print Date range

By selecting Generate Transcript from the Process Action field, the middle part of the component will change. In the Generate and Print area, the user must use the dropdown menu to select a choice for the field Generate Transcript By. Once this information is complete, the saves the Run Control ID that has been updated or established by clicking the Save button at the bottom of the page. Finally, the user clicks the Run button at the top of the page and proceeds to Run the Process Transcripts Process with the Process Scheduler.

Generate and Print Transcript Users may also generate and print transcripts as one process. Once Generate and Print Transcript is selected as the Process Action field, the middle part of the component will show new options.

• • • •

The user enters information in the Generate and Print Options area and then proceeds to the Additional Options area. The user selects a Print Sort Option which will order the requested transcripts by some attribute. They include Last Name, Student ID, and Zip Code. The user may also select whether the transcripts should print in portrait or landscape layout by selecting a Repot Template. Once this information is complete, the saves the Run Control ID that has been updated or established by clicking the Save button at the bottom of the page. Finally, the user clicks the Run button at the top of the page and proceeds to Run the Process Transcripts Process with the Process Scheduler.

Print Transcript Users may also print transcripts only. Once Print Transcript is selected as the Process Action field, the middle part of the component will show new options.

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SR Reference Guide

•

The user enters information in the Generate and Print Options area and then proceeds to the Additional Options area.

•

The user selects a Print Sort Option which will order the requested transcripts by some attribute. They include Last Name, Student ID, and Zip Code. The user may also select whether the transcripts should print in portrait or landscape layout by selecting a Report Template.

•

Once this information is complete, the saves the Run Control ID that has been updated or established by clicking the Save button at the bottom of the page.

•

Finally, the user clicks the Run button at the top of the page and proceeds to Run the Process Transcripts Process with the Process Scheduler.

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Topic 4:

Purge Transcript Reports (Batch Process)

CUNYfirst retains a record of all transcript requests, including when, how many, and to whom transcripts were sent for a student. Transcript Type information is also saved. CUNYfirst keeps an audit trail of all requests until they are purged. Purging deletes the requests from the system. This topic will explain the steps that must be followed in order to purge transcript requests periodically and increase the efficiency of the system. Note: It is a campus decision when and how often to purge requests. If there are specific transcript requests that the user does not want purged, check the ‘Freeze Record’ checkbox which is available on the transcript request.

Step Summary The Purge Transcript Reports process can be found by navigating to: Records and Enrollment > Transcripts > Purge Transcript Reports. To Identify Parameters and Purge Transcript Requests: 1. Navigate to Purge Transcript Reports page 2. Input a Run Control ID and click the Add button or use established value 3. Enter the Purge Selection Criteria a. Click the radio button for Purge All Results or Select Results to Purge b. Enter Academic Institution, Transcript Type, Request Date From and/or other selection criteria c. Add additional rows if necessary 4. (If necessary) Click the Save Button to update the Run Control ID 5. Click the Run Button and Run the Purge Transcripts Reports Process with the Process Scheduler

Detailed Information Purge Transcript Reports page After navigating to the Purge Transcript Reports component, the following page is shown. Search for an existing Run Control ID, or Add a New Value.

The user can select whether to purge all results or only the selected ones with the radio selection button at the top of the Purge Selection Criteria area.

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SR Reference Guide Purge All Results selection

Select Results to purge selection

Field Purge All results

Field Description Purges all results without specification. Note:

Select Results to Purge Purge Report Requests and Logs (optional)

Selecting the Purge All Results option will override the Freeze Record flag set on the report request record and will delete all data from the results tables. Purge by Transcript Type, date range, or User ID selection when selected, enables all information associated with the transcript request be deleted; request records will not appear on the Transcript Request Inquiry after the process runs Note:

Academic Institution

Even if the Freeze Record Flag is set, this option will purge all associated requests. Institution for which the transcript is generated; This value determines the availability of Transcript Types

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Field Transcript Type

Request Date From/To

SR Reference Guide Field Description Configured template that corresponds to an arrangement and selection of information to be displayed on a transcript; values include: • OFFIC • ADVMT • STDNT • REG1 • REG2 • XFERI Date value which specifies the purge parameters; CUNYfirst purges transcript requests created on and including this date Note:

Request Print Date From/To

Request date is the date that the transcript request number is created. Refers to the date on which the transcript is generated and available for printing; CUNYfirst purges transcript requests printed on the specified date, including the specified date Note:

Request User ID

For online transcript requests, this value is provided by the value in the Print Date field on the Request Header page. For batch transcript requests, this date is the date that the transcript is generated.

Select an ID from the User ID list; CUNYfirst purges transcript requests and print requests initiated by this user

Clicking the checkbox for Purge Report Requests and Logs is optional and will purge all information associated with the transcript request. Request records will not appear on the Transcript Request Inquiry after the process runs. The user then enters Academic Institution, Transcript Type, Request Date From and/or other selection criteria if needed. Additional rows may also be added. To Save the criteria, selected with the Run Control ID, click the Save button. Finally, the user clicks the Run button at the top of the page and proceeds to Run the Purge Transcripts Reports Process with the Process Scheduler.

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Unit XIII: Grading Unit Introduction This unit contains instructions related to the administrative activities necessary for processing students’ final grades, as well as updating and reviewing students’ academic information including GPA, credits completed, academic standing, honors and awards.

Course Objectives Upon completion of this course, the learner will be able to: • • • • • • • • • •

create grade rosters for entering students’ grades enter students’ grades in a roster print grade rosters post students’ final grades to their records change a student’s grade from incomplete after posting run the repeat checking process to enforce repeat rules check for pre-requisite compliance and drop students from class enrollment based on pre-requisite failure run the grade lapse process to identify incomplete grades and lapse those grades at a set point in time calculate students’ academic standing, honors and awards review and update students’ academic standing, honors and awards

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Chapter 1 – Grade Rosters Before grades can be assigned to students for a class, a grade roster must be created in the system for that class. Grade rosters can be generated in batch for multiple classes, or, if necessary, for an individual class. Once grade rosters are created, students’ grades are entered by an instructor or by another user with appropriate permissions in the system. Note: In order for instructors to access their grade rosters, registrar must: • Generate the rosters. • Assign the instructors to classes. • Give the assigned instructors appropriate grade roster access of Grade, Approve, or Post.

Course Objectives Upon completion of this course, the learner will be able to: •

create and post grade rosters

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Topic 1:

Create Grade Rosters (Batch Process)

The first step in processing final grades in CUNYfirst is the creation of grade rosters. Before students’ grades can be entered for any class, a grade roster must have been created in the system for that class. The most efficient means of creating grade rosters is to generate them for multiple classes at once using the Create Grade Rosters component. Grade rosters can be generated for all the classes scheduled in a single term at an academic institution (college). Or, if necessary, the classes for which grade rosters are to be generated can be further defined within a term: by session, academic organization (department), subject area, or range of end dates. Note: • • •

Grade rosters are generated for a class on the last day of classes prior to the final exam. Faculty/Instructors can enter, approve, and submit student grades online. Proxies can be assigned to enter grades for the instructor’s approval and submission. Upon completion of the grade rosters, once approved by the faculty/instructor, they are then submitted to the Registrar’s Office for posting.

The Create Grade Rosters component can be found by navigating to: Curriculum Management > Grading > Create Grade Rosters

Step Summary 1. 2. 3. 4. 5. 6. 7. 8.

Navigate to the Create Grade Rosters component. Search for an existing Run Control ID, or use Add a New Value to create a new one. Define the academic institution and term for which grade rosters are to be generated. If necessary, further define grade rosters to be generated, by session, range of class end dates, academic organization or subject area. Leave the default value of “Final Grade” in the Grade Roster field. If necessary, add more rows of selection criteria for grade rosters to be generated. Specify whether to override existing grade rosters that match the selection criteria on each row by selecting “Yes” or “No.” Click the Run button.

Detailed Information Create Grade Rosters search page After navigating to the Create Grade Rosters component, the Search page is shown. Search for an existing Run Control ID, or Add a New Value.

The Create Grade Rosters process displays. Create Grade Rosters page Use the Create Grade Rosters page to determine the academic institution and term for which grade rosters are to be generated and, if necessary, to further refine the selection criteria. Last Updated: October 30, 2013| Page: 792

SR Reference Guide Enter one set of selection criteria on the displayed row, and add rows if additional selection criteria are needed.

Field Academic Institution Term

Academic Organization

Field Description A specific college within CUNY, identified by an alphanumeric code A period of time within a given year (Spring, Summer, Fall) identified by a numeric code and consisting of sessions in which classes are scheduled at a specific institution (college) If necessary, enter or select a session to narrow the selection of grade rosters to be generated. Enter dates in these fields to limit the generation of grade rosters to classes whose end dates fall between these dates and are within all other specified parameters Organization within an academic institution that offers courses, i.e. department

Subject Area

Note: Either the Academic Organization or the Subject Area may be entered but not both. A specific area of instruction in which courses are offered at an academic institution

Session Class End Date From/To

Grade Roster

Override Existing Grade Roster

Total

Note: Either the Academic Organization or the Subject Area may be entered but not both. Dropdown menu of the type of grade rosters the user wishes to create; choices include mid-term and final Note: Final Grade is used in the Grade Roster field when creating the End of Term Grade Roster. Mid-Term Grade Roster is not currently in use at CUNY. Defines whether or not to override any preexisting grade rosters when running the process. Values include: Yes: Delete and override any preexisting grade rosters. No: Enter to retain all prior grade rosters, regardless of whether the Override check box was selected when the preexisting roster was created. CUNYfirst produces new rosters only for those classes for which rosters have not yet been generated and appends any currently enrolled students who are not on the original roster When “Final Grade” is selected as the roster type in the Grade Roster field, this field is unavailable and displays the value of “1,” indicating that one grade roster per class will be generated in this process. Note: If “Mid-Term Grade” were selected as the roster type, this field would be available, allowing the entry of the number of non-final grade rosters to be created. Last Updated: October 30, 2013| Page: 793

SR Reference Guide Run button Click the Run button to run the Create Grade Rosters process. For further information on Run Control ID and running processes, see the Appendix – Run Reports in CUNYfirst.

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Topic 2:

Create Grade Roster (Single Class)

The first step in processing final grades in CUNYfirst is the creation of grade rosters. Before students’ grades can be entered for any class, a grade roster must have been created in the system for that class. The most efficient means of creating grade rosters is to generate them for multiple classes at once using the Create Grade Rosters component. A grade roster for a single class can be created using the Grade Roster component. Note: • • •

Grade rosters are generated for a class on the last day of classes prior to the final exam. Faculty/Instructors can enter, approve, and submit student grades online. Proxies can be assigned to enter grades for the instructor’s approval and submission. Upon completion of the grade rosters, once approved by the faculty/instructor, they are then submitted to the Registrar’s Office for posting.

The Grade Roster component can be found by navigating to Curriculum Management > Grading > Grade Roster.

Step Summary 1. 2. 3. 4.

Navigate to the Grade Roster component. Search for the class section for which a grade roster is to be created. Select “Final Grade” as the Grade Roster Type. Click the Create button.

Detailed Information Use the Grade Roster search page to search for the individual class for which a grade roster is to be created. Click the Search button.

The Grade Roster component for the selected class appears. Grade Roster Type page On the Grade Roster Type page, select Final Grade in the Grade Roster Type Field

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When Final Grade is selected as the Grade Roster Type, the page now displays as below:

The following table describes the fields on the Grade Roster Type page of the Grade Roster component. Field Grade Roster Type

Description Final Roster Grading Status Override Partial Post

Field Description Available values are Final Grade and Mid-Term Grade. Final Grade must be selected for grades to be posted to students’ records. Mid-Term Grade roster type is not currently in use at CUNY With the Final Grade type selected, “Final Grade” is auto-populated in the Description field and no entry is required. The system populates this field based on the approval status for the class. If needed, select this check box and click the Create button to delete the previous grade roster and generate a new one for the class. Select to manually enter and post grades for a class section, save it, and return later to finish entering and posting grades. Note: With the Partial Post check box selected the system will posts the grades that have been entered.

Create button Click the Create button to create the grade roster for the selected class.

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The Grade Roster page displays, where the grade roster has now been created.

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Topic 3:

Post Grade Roster (Batch Process)

The most efficient way of posting grades entered in grade rosters is to post them in batch, using the Grade Post component. The Grade Post process can post grades from all grade rosters in an entire term, or it can post grades from rosters selected by session, range of class end-dates, subject area, or academic organization (i.e. department). The Grade Post process can be used to post grades from only those grade rosters that have the Approval Status of “Approved” or to partial post all entered grades, regardless of the Approval Status of the grade rosters. Note: Grades are posted to student record by the Registrar’s Office after they are approved and submitted by the faculty. The Grade Post component is found by navigating to Curriculum Management > Grading > Grade Post.

Step Summary 1. 2. 3. 4. 5. 6.

Navigate to the Grade Post Component. Add a new Run Control ID or search for an existing one. Enter or select the academic institution and term for which grades are to be posted. If necessary, select a session for which grades are to be posted. If necessary, enter a range of end-dates of classes whose grades are to be posted. If necessary, enter or select a subject area OR academic organization (i.e. department) for which grades are to be posted. 7. If entered grades from those rosters that do not have the Approval Status of “Approved” are to be posted, select “Yes” in the Partial Post Option field. If grades from only those rosters that do have the Approval Status of “Approved” are to be posted, leave the default value of “No” in the Partial Post Option field. 8. If necessary, add rows to further select grade rosters for which grades are to be posted and enter selection criteria as in Steps 4-7. 9. Click the Run button to run the process. For further information about running a process, see the Appendix.

Detailed Information After navigating to the Grade Post component, the search page is shown. Search for an existing Run Control ID or use the Add a New Value page to create one and click the Add button.

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SR Reference Guide Use the Grade Post page to select the grade rosters from which grades are to be posted. Add rows if necessary to create additional selection criteria.

The following table describes the fields on the Grade Post component. Field Academic Institution Term

Session Class End Date From Class End Date To Academic Organization

Subject Area

Field Description A specific college within CUNY, identified by an alphanumeric code. Enter or select the academic institution for which grades are to be posted. A period of time within a given year (Spring, Summer, Fall) identified by a numeric code and consisting of sessions in which classes are scheduled at a specific institution (college). Enter or select the term for which grades are to be posted. A framework for scheduling classes within a term. If necessary, select a session for which grades are to be posted. If necessary, enter a range of dates to post grades from classes whose end-dates fall within that range, and that meet the other criteria on this row, Organization within an academic institution that offers courses, i.e. department. If necessary, enter or select the academic organization of classes for which grades are to be posted. Note: If an academic organization is selected, the Subject Area field becomes hidden. Only one or the other may be used for selection per row. A specific area of instruction in which courses are offered at an academic institution. If necessary, enter or select the subject area of classes for which grades are to be posted. Note: If a subject area is selected, the Academic Organization field becomes hidden. Only one or the other may be used for selection per row.

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Field Partial Post Option

SR Reference Guide Field Description Select to post grades entered and save on rosters, even where rosters are not complete and Approved. Values are: Yes: Select to partially post all selected rosters, regardless of whether or not the rosters are missing grades. The batch grade post process performs a partial post on all grade rosters, regardless of whether the Partial Post check box was selected on the Grade Roster Type page. No: Select to post only rosters that have a status of Approved. This option does not permit reposting of the same roster type. Note: Once the system posts the grades, all statistics accumulate. If any revisions are needed on individual records, they must be processed on a student-by-student basis on an enrollment page.

Run process Click the Run button to run the Grade Post process. For more information on running a process, see the Appendix.

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Topic 4:

Post Grade Roster (Single Class)

While the most efficient means of posting grade rosters is through the batch process, it is sometimes necessary to post a single grade roster. This topic describes the process of posting a grade roster for an individual class using the Grade Roster component. The Grade Roster component can be found by navigating to Curriculum Management > Grading > Grade Roster.

Step Summary 1. 2. 3. 4.

Navigate to the Grade Roster component. Search for the class section whose grade roster is to be posted. Verify that the Approval Status field is set to “Approved” Click the Post button.

Detailed Information Use the Grade Roster search page to search for the individual class whose grade roster is to be posted.

Verify that the Approval Status is set to “Approved”. Click the Post button.

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SR Reference Guide After posting, the Final Roster Grading Status changes to “Posted.”

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Topic 5:

Post Partial Grades from a Single Roster

When necessary, students’ grades can be posted to their records before an entire grade roster is complete, using the partial post function. However, the entire grade roster must later be completed, approved and posted as a whole. Note: • •

Once students’ grades have been posted, those grades can no longer be modified within the grade roster. Any change to a student’s grade after that grade has been posted must be made within one of the enrollment components.

The Grade Roster component can be found by navigating to Curriculum Management > Grading > Grade Roster.

Step Summary 1. Navigate to the Grade Roster component. 2. Search for the class section in which grades are to be partial posted. 3. Click on the Grade Roster page and verify that only those grades that are to be partial posted are correctly entered for students. 4. Return to the Grade Roster Type page and select the Partial Post checkbox. 5. Click the Post button.

Detailed Information Use the Grade Roster search page to search for the individual class whose grade roster is to be approved.

Click on the Grade Roster page.

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SR Reference Guide On the Grade Roster page, verify that only those grades to be posted are correctly entered for students.

Return to the Grade Roster Type page. Select the Partial Post checkbox and click the Post button.

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Topic 6:

Print Grade Rosters (Batch Process)

Once created, grade rosters for classes can be printed. A printed grade roster can be useful for review of grades already entered for students. Also, a printed grade roster can be used by an instructor to manually enter grades on the printed page, as a guide for later entering those grades into the system. Grade rosters are printed using the Print Grade Roster component. The Print Grade Roster component is found by navigating to: Curriculum Management > Grading > Print Grade Roster.

Step Summary 1. 2. 3. 4. 5. 6. 7.

Navigate to the Print Grade Roster component. Enter a Run Control ID and Search or Add a New Value. Enter or select the academic institution and term for which grade rosters are to be printed. Enter additional selection criteria for grade rosters to be printed. If necessary, add rows to specify more criteria for grade rosters to be printed. Click the Run button to run the report. Print the report.

For further information on running reports, see the Appendix.

Detailed Information Grade Roster Print Search page After navigating to the Print Grade Roster component, the Search page is shown. Search for an existing Run Control ID or use the Add a New Value page to create one and click the Add button.

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SR Reference Guide Use the Grade Roster Print component to enter criteria for grade rosters to be printed. Add rows to specify additional selection criteria.

Field Academic Institution Term

Grade Roster Print Note Area Print Incomplete Area Sequence Number Specific Class

Class Nbr (Number) (not shown)

Academic Organization

Session Class End Date From/To Campus

Field Description A specific college within CUNY, identified by an alphanumeric code A period of time within a given year (Spring, Summer, Fall) identified by a numeric code and consisting of sessions in which classes are scheduled at a specific institution (college) Dropdown menu of the type of grade rosters the user wishes to print; choices include mid-term and final Select to provide extra space on the roster for instructors to write notes. Select to provide extra space on the roster for instructors to make note of incomplete information. System-assigned number indicating the run sequence for each row of selection criteria. Select to specify a class for which a grade roster is to be printed. When this checkbox is selected, five remaining criteria fields are hidden and the Class Nbr (Number) field appears. The number generated by the system and assigned to a class after it is saved to the Schedule of Classes. This field becomes available if the Specific Class checkbox is selected. Enter the class number, if known, of the class for which a grade roster is to be printed, or search using the lookup tool. Organization within an academic institution that offers courses, i.e. department. If necessary, enter or select an academic organization for which grade rosters are to be printed. A framework for scheduling classes within a term. If necessary, enter or select a session for which grade rosters are to be printed. If necessary, enter a range of dates to print grade rosters for classes whose end-dates fall within that range, and that meet the other criteria on this row. For each academic institution at CUNY, only one value for Campus currently exists, designated "MAIN." For this reason, using a Campus value does not further refine a search or selection process.

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SR Reference Guide Print Options group Field Instructor Print Option

Print Course Administrator Print Blind Grading ID

Field Description Select the type of instructor information (as specified in the Schedule of Classes) to print on the grade roster for the graded component. Values are: All: Prints the names of all instructors. Grdng Auth: Prints only the name of the instructor who is authorized to grade. None: Prints no instructor names. Select to print the course administrator’s name (as specified in the Schedule of Classes) on the grade roster. Not used by CUNY at this time.

Run the Report Click the Run button to generate the grade roster(s) for printing. For more information on running a process, see the Appendix.

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Topic 7:

Law Exam Numbers – Blind Grading ID (Batch Process)

As delivered, the blind grading functionality assigns a blind grading ID / Exam number – for each class in which a student is enrolled. For example, a student has 5 classes, the student has 5 different exam numbers. Law School will assigns one exam number per student for the entire term of enrollments. This number is to be used for all coursework throughout a given term. Student names are never listed on a grade roster for the Law School. After grade rosters are generated for the semester, a process will be run to replace the delivered BLIND-GRADING-ID data on the law school grade rosters with the exam number. Once the process is complete, exam numbers will be immediately available to students in self-service. Note: The process of assigning exam numbers requires that all grade rosters be generated before the exam numbers are assigned. This is change of business process as grade rosters are normally not generated so early in the semester. This functionality only applies to students enrolled in classes with subject = LAW for a given term – regardless of a student’s academic career. This takes into account non-Law students who are permitted to enroll in law school classes. The Create Grade Rosters component can be found by navigating to: Curriculum Management > Grading > Create Grade Rosters The Law Exam Numbers component can be found by navigating to: CUNY > Campus Solutions > CS Extensions > Law Exam Numbers > Law Exam Numbers The Update Law Grade Rosters component can be found by navigating to: CUNY > Campus Solutions > CS Extensions > Law Exam Numbers > Update Law Grade Rosters

Step Summary 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11.

12. 13. 14. 15.

Navigate to the Create Grade Rosters component. Search for an existing Run Control ID, or use Add a New Value to create a new one. Enter the academic institution= LAW01, term, academic organization=LAW01. If necessary, further define grade rosters to be generated, by session Leave the default value of “Final Grade” in the Grade Roster field. Specify whether to override existing grade rosters that match the selection criteria on each row by selecting “Yes” or “No.” Click the Run button. For more information on running a process, see the Appendix. Navigate to the Law Exam Numbers component. Enter or lookup Academic Institution = LAW01. Enter the term to generate exam numbers or view exams number that have been created for the term If exam numbers have already been generated for the semester chosen, a ‘Fetch” button will appear; select this button to view the results grid; If exam numbers have not been created for the term chosen, a button will appear for the user to select and generate the exam numbers. Navigate to Update Law Grade Rosters component. Enter a Run Control ID and Search or Add a New Value. Enter value for the Term filed for which Law Grade Rosters needs to be updated Click the Run button. For more information on running a process, see the Appendix.

Detailed Information Create Grade Rosters search page After navigating to the Create Grade Rosters component, the Search page is shown. Search for an existing Run Control ID, or Add a New Value.

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The Create Grade Rosters process displays. Create Grade Rosters page Use the Create Grade Rosters page to determine the academic institution and term for which grade rosters are to be generated and, if necessary, to further refine the selection criteria. Enter one set of selection criteria on the displayed row, and add rows if additional selection criteria are needed.

Field Academic Institution Term

Academic Organization

Field Description A specific college within CUNY, identified by an alphanumeric code A period of time within a given year (Spring, Summer, Fall) identified by a numeric code and consisting of sessions in which classes are scheduled at a specific institution (college) A framework for scheduling classes within a term. If necessary, enter or select a session to narrow the selection of grade rosters to be generated. Enter dates in these fields to limit the generation of grade rosters to classes whose end dates fall between these dates and are within all other specified parameters Organization within an academic institution that offers courses, i.e. department

Subject Area

Note: Either the Academic Organization or the Subject Area may be entered but not both. A specific area of instruction in which courses are offered at an academic institution

Session

Class End Date From/To

Grade Roster

Note: Either the Academic Organization or the Subject Area may be entered but not both. Dropdown menu of the type of grade rosters the user wishes to create; choices include mid-term and final Note: Final Grade is used in the Grade Roster field when creating the End of Term Grade Roster. Mid-Term Grade Roster is not currently in use at CUNY.

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Field Override Existing Grade Roster

Total

SR Reference Guide Field Description Defines whether or not to override any preexisting grade rosters when running the process. Values include: Yes: Delete and override any preexisting grade rosters. No: Enter to retain all prior grade rosters, regardless of whether the Override check box was selected when the preexisting roster was created. CUNYfirst produces new rosters only for those classes for which rosters have not yet been generated and appends any currently enrolled students who are not on the original roster When “Final Grade” is selected as the roster type in the Grade Roster field, this field is unavailable and displays the value of “1,” indicating that one grade roster per class will be generated in this process. Note: If “Mid-Term Grade” were selected as the roster type, this field would be available, allowing the entry of the number of non-final grade rosters to be created.

Run button Click the Run button to run the Create Grade Rosters process. For further information on Run Control ID and running processes, see the Appendix.

Law Exam Numbers After navigating to the Law Exam Numbers component, the Search page is shown. Enter or lookup Academic Institution = LAW01.

On the Law Numbers page, enter the term to generate exam numbers or view exams number that have been created for the term

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SR Reference Guide If exam numbers have already been generated for the semester chosen, a ‘Fetch” pushbutton will appear; select this button to view the results grid; If exam numbers have not been created for the term chosen, a pushbutton will appear for the user to select and generate the exam numbers.

Field Term Generate Exam Numbers (button) Fetch (button)

Field Description Term for which Law exam numbers needs to be generated or viewed. Click to generate exam numbers for the selected term Click to view the result grid of exam numbers previously generated

Click Fetch to view/update umbers that have already been generated and click the Exam number column header to sort the grid:

Adding new exam number: Since the user is allowed to generate exam numbers only once per semester, to add an exam number for a student who requires one for that term and, for whatever reason, was not enrolled for that term – e.g., a student making up an incomplete grade. Ensure that exam number grid (above) is sorted by exam number, and choose a number that has not been generated for the term in the grid (greater than last row for example). System will alert the user if they tries to enter an assigned exam number for the term used. Once a student is chosen, the name field will auto populate. Once the new exam number is entered in the field, select the Save button. The exam number grid will refresh and the new student will be inserted alphabetically into the exam number grid.

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Update Law Grade Rosters After all law school grade rosters are created for the term, a process must be run to replace the delivered blind grading IDs with the custom law exam numbers. After navigating to the Update Law Grade Rosters component, the Search page is shown. Enter a Run Control ID and Search or Add a New Value..

On the Update Law Grade Rosters page, enter value for the Term field for which exam numbers needs to be updated and Click the Run button. For further information on Run Control ID and running processes, see the Appendix. Note: If a term is chosen that does not have law exam numbers created, an error message appears. If the process “Update Law Grade Rosters” is not run directly after the creation of grade rosters, the delivered blind grading IDs will be appear on the grade rosters instead of the custom exam numbers until this process is completed.

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SR Reference Guide Click the Run button to schedule the process and use the Process monitor to view the run status. Once the status is Success, navigate to individual grade roster to verify result. For further information on Run Control ID and running processes, see the Appendix.

Administrative Grade Roster with Law Exam Numbers

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SR Reference Guide Faculty Self Service Grade Roster with Law Exam Numbers

Student Self Service Law Exam Numbers

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Chapter 2 – Enter and Approve Grades When a grade roster for any class is complete, it must be approved in the system as part of the final grading process. A grade roster cannot be approved unless a grade has been assigned to every student on the roster. Finally, once grade rosters have been approved, the entire roster of grades can then be posted—that is, added to students’ records in the system. It is possible to post some students’ grades prior to approval of the entire roster, using a process called partial post. However, it will be necessary later to approve the entire roster and post all of the class’s final grades for the term. Key policies related to the procedure

Faculty/Instructors can enter, approve, and submit student grades online.. Proxies can be assigned to enter grades for the instructor’s approval and submission. Upon completion of the grade rosters, once approved by the faculty/instructor, they are then submitted to the Registrar’s Office for processing. Valid grades are identified by the University’s grade glossary. Grade schemes are college specific and may only include those grades defined in the University Glossary of Grades.

Enter Grades/ Approve Roster There are various means by which students’ grades can be entered and approved Enter Grades Instructors, provided they have the appropriate permissions in the system, can enter students’ grades into grade rosters using the Faculty Center. Grades can also be entered into grade rosters—by administrative users other than instructors—through use of the Grade Roster component Approve Roster • •

Instructors, depending on permissions they are granted in the system, may have the ability to approve grade rosters using the Faculty Center An individual grade roster can also be approved- using the Grade Roster component

Note: Once students’ grades have been posted, those grades can no longer be modified within the grade roster. Any change to a student’s grade after that grade has been posted must be made within one of the enrollment components.

Chapter Objectives Upon completion of this chapter, the learner will be able to: • • • •

create grade rosters for classes, in batch or individually assign grades to students in a class using the Grade Roster component approve a grade roster using the Grade Roster component print grade rosters

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Topic 1:

Enter Grades in a Grade Roster

Once grade rosters have been created for classes, students’ grades can be entered. As noted above, student’s grades can be entered into grade rosters by instructors using the Faculty Center or, when necessary, by administrative personnel, using the Grade Roster component, as described here. The Grade Roster component can be found by navigating to Curriculum Management > Grading > Grade Roster.

Step Summary 1. 2. 3. 4. 5. 6.

Navigate to the Grade Roster component. Search for the class section for which grades are to be entered into the grade roster. Verify that the Approval Status field is set to “Not Reviewed” on the Grade Roster Type page. Click on the Grade Roster page. Enter students’ grades. Click the Save button.

Detailed Information Use the Grade Roster search page to search for the individual class for which grades are to be entered into the grade roster.

Grade Roster Type page Since a grade roster already exists for this class, the Approval Status field is now displayed. For entering grades, leave the default status “Not Reviewed.” Click on the Grade Roster page.

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SR Reference Guide Grade Roster page With “Not Reviewed” selected as the Approval Status (previous page), the Roster Grade field is available for edit on each line showing a student for whom a grade has not yet been posted. Enter or select grades for students to whom grades are being assigned.

The following table describes the fields on the Grade Roster page of the Grade Roster component. Field Roster Type Display Unassigned Roster Grade Only Approval Status

ID Name Roster Grade Official Grade

Field Description System reflects the roster type (Final Grade or Mid-Term Grade) that was created. Select to view only those students with unassigned grades When the Grade Roster is first created, the default value shown here is Not Reviewed. The Grade Roster Type page will now have an additional field labeled “Approval Status” with a dropdown menu of thee following values: • Not Reviewed • Ready for Review • Approved. When that field is updated to a different value, it is reflected here. The ID of student to be graded. The name of the student. Enter or select a grade for each student for whom a grade is being assigned. The system displays posted grades and grades that have been assigned on a student enrollment page. Note:

Career (Academic Career) Grading Basis Final Roster Status

Once students’ grades have been posted, those grades can no longer be modified within the grade roster. Any change to a student’s grade after that grade has been posted must be made within one of the enrollment components. The system displays the student’s academic career. Basis upon which grades are assigned to students in a class, e.g. “Graded” (letter grade), "Pass/Not Pass," etc. Indicates whether the student’s grade has been Posted on the roster, or is still Pending. Note:

Detail (link)

Once students’ grades have been posted, those grades can no longer be modified within the grade roster. Any change to a student’s grade after that grade has been posted must be made within one of the enrollment components. Click to access the Student Enrollment Detail page, where a detail of the specific student’s enrollment in this class is displayed. Last Updated: October 30, 2013| Page: 817

Field Note (link)

SR Reference Guide Field Description Click to view and/or update (depending on user permissions) the Transcript Note to be associated with this class on the student’s transcript.

Save button To save all updated grades on the roster, click the Save button Ready for Review After all necessary grades have been entered, the user can return to the Grade Roster Type page and change the Approval Status to Ready for Review. This is useful if someone other than the user who has entered the grades is responsible for reviewing and/or approving the grades before they are posted. If desired, click on the Grade Roster Type page and change the Approval Status to Ready for Review.

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Topic 2:

Approve a Grade Roster

When grades have been entered for all the students on the grade roster of a single class, the roster can then be approved. Note: A grade roster must contain a grade for each student before it can be approved.

This topic describes the process of approving a grade roster using the Grade Roster component. The Grade Roster component can be found by navigating to Curriculum Management > Grading > Grade Roster.

Step Summary 1. Navigate to the Grade Roster component. 2. Search for the class section whose grade roster is to be approved. 3. Click on the Grade Roster page and verify that all students in the roster have been assigned their appropriate grade. 4. Return to the Grade Roster Type page and set the Approval Status field to “Approved.” 5. The grade roster may now be posted or saved for future posting.

Detailed Information Use the Grade Roster search page to search for the individual class whose grade roster is to be approved.

Click on the Grade Roster page.

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SR Reference Guide With Approval Status on “Ready for Review,” Roster Grades can be viewed for accuracy.

Return to the Grade Roster Type page and select “Approved” in the Approval Status field.

The system shows the approval date and a Final Roster Grading Status of “Ready to Post.”

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Chapter 3 – Update Student Records After Grading After students’ grades have been posted in the system, subsequent processes are run to update students’ records. Specifically, a process is run to check for repeated classes and to apply pre-defined repeat rules. A process is run to determine where students have failed prerequisites of courses for which they have registered in a new term (and to drop them from such classes). A process is run to calculate students’ academic standing, honors and awards. Also, a process is run to lapse any outstanding grades of Incomplete from the previous term. This chapter contains instruction on running these processes. It also contains instruction on changing a student’s grade from incomplete, and reviewing and/or modifying students’ academic standing, honors and awards.

Chapter Objectives Upon completion of this chapter, learners will be able to: • • • • • •

view and update a student’s incomplete/grade lapse status change a student’s grade from incomplete run the grade-lapse process run the repeat-checking process update students’ academic standing, honors and awards Process Dean’s List.

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Topic 1:

View/Update a Student’s Incomplete/ Grade Lapse Status

An individual student’s incomplete and grade lapse status can be viewed using the Student Incomplete component. If the student’s incomplete grade has not yet lapsed, the lapse deadline (the date on which the incomplete grade is changed to the “lapsed to” grade) can be updated. However, the lapse deadline must be greater than or equal to the Fully Graded Date of the term plus the “lapse days” (as determined for each academic program). Also, a comment may be added to the student’s lapsed grade, if needed. Comments do not appear on the transcript. The Student Incomplete component can be found by navigating to: Records and Enrollment > Student Term Information > Student Incomplete

Step Summary 1. 2. 3. 4. 5. 6.

Navigate to the Student Incomplete component. Search for a student’s incomplete record by Student ID, academic career, academic institution and term. View the student’s incomplete and lapsed grade information. If necessary, update the lapse deadline. If necessary, add a comment in the comment field. Save.

Detailed Information Student Incomplete Search page After navigating to the Student Incomplete component, the Search page is shown. Search by Student ID, and other fields if needed.

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SR Reference Guide View the students incomplete and grade lapse information on the Student Incomplete page. If necessary, the lapse deadline and comment field may be updated.

The following table describes the fields on the Student Incomplete page. Field Lapse Status Lapse deadline

Lapse to Grade Comment (optional)

Field Description The system displays either “Incomplete” or “Lapsed” to indicate whether the grade has yet lapsed. Specifies the date for grades to lapse (change from their original grade (INC-Incomplete) to the Lapse To Grade (FIN - Failed from Incomplete); the Lapse Deadline must be greater than or equal to the fully-graded date plus the lapse days; the fully-graded date is the date that the campus expects to have all grades posted for a particular career, term, and session. Grade that is lapsed to once the Lapse Deadline is reached; CUNY is using FIN which stands for Failed from Incomplete The user enters Comments regarding the lapse grade; comments do not appear on the transcript.

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SR Reference Guide

Topic 2:

Update a Student’s Grade from Incomplete

When a student has completed work for a class for which a grade of Incomplete was posted, the student’s grade, upon faculty approval, can be changed in the system using one of the Enrollment components. This topic describes the process for changing a student’s grade using the Enrollment Request component. For instruction on all Enrollment processes, see the Enrollment Unit. Note: Incomplete work may be awarded a final grade upon faculty approval. Faculty/instructors may award an appropriate grade according to the grade scheme defined for the class. The grade of “INC” lapses to an “FIN” grade, according to a deadline established by the individual units of the University but no later than the last day of the following semester, or its equivalent in calendar time, exclusive of Summer Session. The Enrollment Request component is found by navigating to: Records and Enrollment > Enroll Students > Enrollment Request

Step Summary 1. 2. 3. 4. 5. 6. 7. 8.

Navigate to the Enrollment Request component. Select the Add a New Value page to create a new enrollment request. Enter or select student ID, Academic Career, Academic Institution, and Term. Click the Add button. A new Enrollment Request page appears. On the Enrollment Request page, select the enrollment action Change Grade (in the field labeled Action). Enter or select the class for which the grade is to be changed, verify that the current grade is INC (Incomplete). In the Grade Input field, enter or select the value to which the grade is being changed. Click the Submit button to process the enrollment action; note the resulting status for the requested action.

Detailed Information After navigating to Enrollment Request, click on the Add a New Value page to create a new enrollment request linking (student) ID, Academic Career, Academic Institution, and Term.

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SR Reference Guide Enrollment Request ID In the process of creating a new enrollment request, the Request ID will be all zeros (as displayed below) until the data is saved or the request is submitted.

On the Enrollment Request page, select the enrollment action Change Grade in the field labeled Action. Enter the Class Number of the class for which the grade is to be changed, or click the selection tool for the Class Nbr (Number) field.

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SR Reference Guide When the selection tool for the Class Nbr (Number) field is selected, the student’s Enrollment List for the term is displayed. Click the checkbox of the class whose grade of Incomplete is to be changed.

The enrollment data for the selected class is now displayed. In the Grade Input field, enter or select the new grade that is to replace the current grade of Incomplete.

With the correct grade entered in the Grade Input field, click the Submit button. After clicking the Submit button, ensure that an Enrollment Request ID is now assigned, the status is now shown as “Success,” and the new grade is now displayed.

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SR Reference Guide

Topic 3:

Grade Lapse (Batch Process)

The Grade Lapse process identifies students’ grades of Incomplete and associates those grades with a Lapse Deadline and a Lapse Grade. The Grade Lapse process looks at all of the student incomplete records that meet the processing parameters. It then uses the Lapse Deadline to determine which students have Incomplete grades on their records and converts those students' grades to a lapse grade value. Subsequent processes pick up any new Incomplete grades that are entered. This process can be run as many times as needed for a specific term and career. CUNY is using the Grade Lapse process to convert the original Incomplete grade (INC) to the lapse grade, Failed from Incomplete (FIN). The grade of Incomplete (INC) lapses to Failed from Incomplete (FIN) when the established deadline is not met. In addition, the process creates a report that lists all enrollment request numbers for grades that are lapsed. This deadline is made by the individual colleges of the university but no later than the last day of the following semester, or its equivalent in calendar time, exclusive of Summer Session. Students who have officially withdrawn from a college and have these grades may be exempted from the limitations. Note: Generated by the Registrar’s Office. The grade of “INC” lapses to an “FIN” grade, according to a deadline established by the individual units of the University but no later than the last day of the following semester, or its equivalent in calendar time, exclusive of Summer Session. Students who have officially withdrawn from a college and have these grades may be exempted from the limitations. • The grade of “INC” (Incomplete) should be given by the instructor in consultation with the student with the following guidelines: a. only when there is a reasonable expectation that a student can successfully complete the requirements of the course no later than the last day of the following semester, or its equivalent in calendar time, exclusive of Summer Session. b. when a student has been absent from the final exam and a make-up exam is scheduled no later than the last day of the following semester, or its equivalent in calendar time, exclusive of Summer Session c. temporary grade awarded when the disposition of the final grade requires further evaluation for reasons other than the Procedures for Imposition of Sanctions related to the Board's Academic Integrity Policy Transcript comments for INC grades should be added to the student record indicating the nature of the incomplete. The Grade Lapse process does not convert Incomplete grades that have been entered on the Student Enrollment 1 page. Incomplete grades that are entered on this page do not have a corresponding row in the Incomplete Table. The Grade Lapse component can be found by navigating to: Curriculum Management > Grading > Grade Lapse.

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Step Summary 1. 2. 3. 4. 5. 6. 7. 8. 9. 10.

Navigate to the Grade Lapse component. Enter a Run Control ID and Search or Add a New Value. Enter or select the academic institution for which the grade lapse process is to be run. Enter or select the academic career for which the grade lapse process is to be run. Enter the term for which the grade lapse process is to be run. Enter the Lapse Deadline: the date upon which grades are to be changed in the grade lapse process. If necessary, enter or select the academic program for which the grade lapse process is to be run. If necessary, add rows to define additional selection criteria. Click the Run button to run the process Verify search results.

For further information on running a process, see the Appendix.

Detailed Information Grade Lapse Search page After navigating to the Grade Lapse component, the Search page is shown.

Use the established Run Control ID (or Add a New Value) and click the Search button. The Grade Lapse component is shown.

The following table describes the fields on the Grade Lapse component.

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Field Institution (Academic Institution) Career (Academic Career) Term

Lapse Deadline

Academic Program

SR Reference Guide Field Description A specific college within CUNY, identified by an alphanumeric code. Enter or select the academic institution for which the grade lapse process is to be run. Academic level of course work, such as graduate, undergraduate, or professional. Enter or select the academic career for which the grade lapse process is to be run. A period of time within a given year (Spring, Summer, Fall) identified by a numeric code and consisting of sessions in which classes are scheduled at a specific institution (college) Specifies the date for grades to lapse (change from their original grade (INC) to the Lapse To Grade (FIN); the Lapse Deadline must be greater than or equal to the fullygraded date plus the lapse days; the fully-graded date is the date that the campus expects to have all grades posted for a particular career, term, and session The degree program in which a student is active. If necessary, enter or select the academic program for which the grade lapse process is to be run.

Run Process Click the Run button to run the process. For further information on running a process, see the Appendix. Validate Grade Lapse Process Use the Query Viewer to run CU_SR_FIN_GRADE query to validate the results of Grade Lapse Process:

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SR Reference Guide

Topic 4:

Repeat Checking (Batch Process)

The repeat checking functionality updates students’ academic statistics based on an academic institution’s course repeat policies. Through the repeat schemes, repeat codes, and repeat rules that your institution defines, the functionality regulates academic statistics. After grades are posted, the Repeat Checking process must be run to check for classes (or equivalent classes) that students have repeated, and to apply the appropriate repeat rules to the students’ records. The Repeat Checking process scans a student’s course history for a course ID or equivalent course ID that matches the ID of the course for which a grade has been posted. If the process finds a matching pair, it evaluates each course of the pair, based on the repeat rules that have been established. The process assigns a ‘Repeat Code’ to the repeated course when the repeated course causes the student to exceed the total units allowed or total attempts allowed. However, if the process determines that the repeat did not exceed the total units or total attempts allowed, it assigns repeat codes to both of the matched pair of classes. The repeat codes assigned to each of the classes in the matched pair determine whether one or both of the grades is to be reflected on the students’ records and included in the calculation of the student’s GPA, and whether the units for each class are calculated toward academic progress. Note: The Repeat Checking process can be run in batch through the Repeat Checking page or set up in the Process Scheduler to run the process automatically. However, the batch process should not be run more than once per term because codes that have been set in the first run can be inadvertently changed in subsequent runs. One way to use the repeat checking in batch functionality is to run the batch process after most grades have been posted on the grade roster. Then, repeat checking can be run on grade input for individual students whose grades are posted after the batch process has been run. Users can run the repeat checking in batch for all students in an entire academic career, for an academic program within an academic career, or for individual students. Repeat checking in batch can also be term-driven, running from a specific term and moving back in time. Colleges have different policies for repeating courses for grade improvement. When not applying the F-replacement policy, the students’ GPA averages all grades and only counts the credits once. Undergraduate Students who have received a grade of “F” and at some CUNY schools a “D” in a course may be eligible to use the “F/D” replacement policy. The following points should be noted: • The course(s) used to replace failing grades must have been taken in the Fall 1990 semester or later; • If a course for which a student wants the failing grade to be replaced by a grade of C or better was taken prior to September 1, 1984, the student must receive the approval of the appropriate committee on academic standing. • For a grade of C or better to replace a grade of F in the calculation of the cumulative GPA, the failing grade cannot have been received at another college. The repetition of the course must take place at CUNY; it may not be taken on permit to another institution; • A failing grade may not be partially replaced; if a student has replaced 14 credits of failing grades and subsequently receives a grade of C or better in another 3 credit course which was previously failed, the failing grade cannot be replaced; • If a student fails a course which was taken on a pass/fail basis and subsequently retakes the course, a grade of C or better must be earned in order for the failing grade to be replaced; • If the course number or title of a course was changed in the period between the receipt of the failing grade and the repetition of the course, but the content remained the same, the failing grade will be replaced if a grade of C or better was received in the repeated courses; • If the content of the course was changed in the period between the receipt of the failing grade and the repetition of the course, or when a student has been allowed to substitute one course for another, the declaration of course equivalency for the purpose of deleting the failing grade from the calculation of the cumulative GPA will be at the discretion of the appropriate committee on academic standing;

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• •

SR Reference Guide The cumulative GPA calculated on the basis of this policy is to be used for purposes of retention and graduation from the College and the admission to and continuance in a major or specialization. It will not be used to calculate graduation honors, the dean’s list, or departmental honors at graduation. Any student who does to want a repeated course to replace a previously recorded failing grade should notify the Registrar so that the replacement does not take place; this request may be made at any time after the second enrollment provided the student is enrolled in the College.

Note: •

Some CUNY institutions currently employ a class repeat policy in which an undergraduate student is granted the ability to repeat up to 16 total credits of D, F or equivalent grades to improve his or her GPA. Some graduate programs limit graduate students to four forgiven credits. The 16 credit limit is cumulative across all courses and all institutions at which a student has taken the same course or equivalent at the same institution for an improvement from a D or F. The CUNYfirst system has repeat rules and repeat checking based upon specific courses and does not, as delivered, keep a total cumulative credit tally of any repeated course credits. In addition, CUNY does not alter the term GPA for the term in which the original course was taken for a grade of D or F. The delivered CUNYfirst repeat rules do recalculate term GPAs based upon the replacement grades.

•

Other CUNY institutions allow any grade to be repeated with the most recent grade always counting and being included in the total repeatable credits. Queens College is an institution that interprets the repeat/forgiveness policy in this way.

Note: See the CUNY Repeat Policy and CUNY Repeat Policy Post topics to run the repeat checking process for the following CUNY policies: •

CUNY F-grade forgiveness minimum grade; updates the student’s record to forgive an F grade for a repeated course when a minimum grade of C or better is received.

•

F grade (or equivalent) forgiveness multiple failures; updates the student’s record to forgive all prior F grades for a course failed multiple times before successfully passing with a C or better (within the 16 credit limit across all CUNY colleges).

•

F grade forgiveness 16 credit limit; a maximum of 16 credits of failing grades (F, FIN, FAB, FPN, WU, WN or WF) may be replaced in the calculation of the cumulative GPA.

The Repeat Checking component can be found by navigating to: Records and Enrollment > Term Processing > End of Term Processing > Repeat Checking

Step Summary 1. 2. 3. 4. 5.

Navigate to the Repeat Checking component Enter a Run Control ID and Search or Add a New Value Enter or select the academic institution and academic career for which the repeat checking process is to be run. If necessary, select the academic program for which the repeat checking process is to be run. Enter or select the term whose classes are to be analyzed in the repeat checking process.

Note: This field is optional, but should be used for the typical repeat checking process at the end of a term. 6. If necessary, enter or select an individual student (in the ID field) for whom the repeat checking process is to be run. 7. Select the mode for the repeat checking process (All/Entire Record or Entire Term). a. CUNY Value: T (Entire Term) 8. Select a value in the Check field to analyze all of a student’s courses within the selection criteria, or only those courses in the selected process term for which the repeat candidate flag. a. CUNY Value: A (All Courses) 9. Select the scope of the repeat checking process, designating All Work for Term, Student Enrollments Only, or Transfer/Test Credit. a. CUNY Value: E (Student Enrollments Only) 10. If necessary, add rows of additional selection criteria. 11. Click the Run button to run the process. Last Updated: October 30, 2013| Page: 831

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Detailed Information Repeat Checking

Repeat Checking

The following table describes the fields on the Repeat Checking component.

Field Institution

Career (Academic Career) Program (Academic Program)

Term

ID (Student ID)

Field Description A specific college within CUNY, identified by an alphanumeric code. Enter or select the academic institution for which the repeat checking process is to be run. The academic level of course work, such as graduate, undergraduate, professional, etc. Enter or select the academic career for which the repeat checking process is to be run. The degree program in which a student is active. Enter or select the academic program for which the repeat checking process is to be run. If no Student ID is selected, the process checks for repeats for every student in this primary academic program. A period of time within a given year (Spring, Summer, Fall) identified by a numeric code and consisting of sessions in which classes are scheduled at a specific institution (college). Enter or select the term whose classes are to be analyzed in the repeat checking process. Although this field is optional, selection of the term just ended is appropriate for running this process at the end of a term. If the repeat checking process is to be run for one or more individual student, enter or select a student ID.

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Field Mode

Check

Scope

SR Reference Guide Field Description Type of Repeat Rule Checking process the user would like CUNYfirst to run; values include: All/Entire Record: Starts at the beginning of the student’s record and progresses forward to the current term, considering all courses within the student’s record; this mode is ideal for processing over many terms that have never been processed for repeat checking, for example, after converting student data. The user should not specify values for the Term field when running the Repeat Rule Checking process in the All/Entire Record mode Entire Term: Checks for repeats against only the student enrollment records within the term that the user specifies in the Term field; process starts with the specified term and progresses back in time looking only for matches of classes that were taken within the specified term; Term field is required when the user runs the process in this mode, which is the standard mode to use when running repeat checking in batch at the end of each term. (CUNY Value) Select which aspects of the student’s enrollment records the process should check; values include: All Courses: Analyzes all student enrollment records within the mode and scope that is selected. (CUNY Value) Only Repeat Candidates: Analyzes only those courses in the selected process term for which the repeat candidate flag on the Student Enrollment table is set to Y; courses in prior terms can contain either a Y or N value Select the range the process should include; values include: All Work for Term: The process considers all of the course work on the student’s enrollment records, including course transfer credit Student Enrollments Only: The process considers only courses for which the student enrolled through the internal academic institution; credit received by transfer is not considered. (CUNY Value) Transfer/Test Credit: The process considers only course transfer credit

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Topic 5:

CUNY Repeat Policy Setup

The CUNY Repeat Policy Setup provides for configuring the rules to run the CUNY Repeat Policy component. This setup supports the following repeat checking processes; •

updating the student’s record to forgive an F grade for a repeated course when a minimum grade of C or better is received.

•

updating the student’s record to forgive all prior F grades for students who has failed a course multiple times before successfully passing with a C or better, subject to the 16 credit limit.

•

updating the student’s record to forgive a maximum of 16 credits of failing grades in the calculation of the cumulative GPA.

The Repeat Policy Report component can be found by navigating to: CUNY > Campus Solutions > CS Extensions > CUNY Repeat Policy Setup

Step Summary 1. 2. 3. 4. 5. 6. 7. 8.

Navigate to the CUNY Repeat Policy Setup component Click on the Find an Existing Value page in the CUNY Repeat Policy Setup or click on the Add a New Value page. Enter or select the academic institution and academic career for the setup process. Click the Search/Add button. Complete the Minimum Grade component page. Complete the Multiple component page. Complete the Credit Limit component page. Save.

Detailed Information After navigating to CUNY Repeat Policy Setup, click on the Find an Existing Value or Add a New Value page to create/update rules for the repeat checking process.

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SR Reference Guide Minimum Grade The Minimum Grade page configures the repeat rule for the minimum grade requirement.

t The following table describes the fields on the Minimum Grade page. Field Academic Institution Career (Academic Career) Effective Date Grading Scheme Grading Basis Minimum Grade Min Grade Points Curr Repeat Code Set Prior Attempt Enrollment Action Action Reason

Field Description A specific college within CUNY, identified by an alphanumeric code. The academic level of course work, such as graduate or undergraduate. Enter the date the information first became (or will become) applicable. Select a grading scheme to define all of the valid grading bases from which you can select a grade for an academic program. Select a grading basis upon which grades are assigned to students in a class, e.g. “GRD” (letter grade), "Pass/Not Pass," etc. Enter the minimum grade requirement needed to replace the failing grade. Displays the grade point value associated to the minimum grade entered. Enter the repeat code associated to the current attempt of the course. Enter the repeat code that replaces the prior attempt of the course. Select the enrollment action performed on the enrollment record. Select the enrollment action reason for the enrollment action.

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SR Reference Guide Failure Grade Setup Field Grading Scheme Grading Basis Grade Input Failure Repeat Cd

Field Description Select a grading scheme to define all of the valid grading bases from which you can select a grade for the academic program. Basis upon which grades are assigned to students in a class. Enter the failing grade to be forgiven. Enter the repeat code that replaces the failing grade.

Multiple Failure The Multiple Grade page configures repeat codes for courses failed multiple times before successfully passing with a C or better.

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SR Reference Guide The following table describes the fields on the Multiple Failure page. Field Academic Institution Career (Academic Career) Effective Date Grading Scheme Grading Basis Minimum Grade Min Grade Points Curr Repeat Code Set Prior Attempt Enrollment Action Action Reason

Field Description A specific college within CUNY, identified by an alphanumeric code. The academic level of course work, such as graduate or undergraduate Enter the date the information first became (or will become) applicable. Select a grading scheme to define all of the valid grading bases from which you can select a grade for an academic program. Basis upon which grades are assigned to students in a class. Enter the minimum grade requirement needed to replace the failing grade. Displays the grade point value associated to the minimum grade entered. Enter the repeat code associated to the current attempt of the course. Enter the repeat code that replaces the most recent failing attempt of the repeated course. Select the enrollment action performed on the enrollment record. Select the enrollment action reason for the enrollment action.

Failure Grade Setup Field Grading Scheme Grading Basis Grade Input Failure Repeat Cd

Field Description Select a grading scheme to define all of the valid grading bases from which you can select a grade for the academic program. Basis upon which grades are assigned to students in a class. Enter the failing grade to be forgiven. Enter the repeat code that replaces multiple failing grade.

Credit Limit The Credit Limit page configures the 16 credit limit F grade repeat policy (F-grade forgiveness). This page sets the repeat code for replacing 16 credits of failing grades in the calculation of the cumulative GPA.

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SR Reference Guide

The following table describes the fields on the Credit Limit page. Field Academic Institution Career (Academic Career) Effective Date Curr Repeat Code Set Prior Attempt Enrollment Action Action Reason Credit Limit Use ADW Repeat Count

Field Description A specific college within CUNY, identified by an alphanumeric code. The academic level of course work, such as, undergraduate or graduate. Enter the date the information first became (or will become) applicable. Enter the repeat code for the most recent attempt. Enter the repeat code that replaces the prior attempt. Select the enrollment action performed on the enrollment record. Select the enrollment action reason for the enrollment action. Enter the maximum repeatable credits. Checked box indicates ADW repeat count is in use for converted data

The Prior Term Repeat Codes table provides for configuring repeat codes to calculate the 16 credit limit of failing grades, from prior terms, instead of using values stored in ADW. Field Repeat Code Description

Field Description Enter the prior term repeat code to be calculated in the 16 credit limit.. The related description displays for the selected repeat code.

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SR Reference Guide

Topic 6:

CUNY Repeat Policy

After the repeat checking process is run, the CUNY Repeat Policy report is run to update the student’s record for the Minimum Grade, Multiple Failure, 16 Credit Limit repeat rules. The Repeat Policy Report component can be found by navigating to: CUNY > Campus Solutions > CS Extensions > CUNY Repeat Policy

Step Summary 1. Navigate to the CUNY Repeat Policy component 2. Add a New Value and designate an appropriate Run Control ID. --or— 3. Find an Existing Run Control ID 4. On the CUNY Repeat Policy page, enter or select Academic Institution, Career, Term and Program. 5. Select the Repeat Type. 6. Click Run. 7. Click Save.

Detailed Information After navigating to the CUNY Repeat Policy component, add a new Run Control ID or find an existing one.

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SR Reference Guide Use the CUNY Repeat Policy page to enter the parameters for the process. Only one Repeat Type option may be selected at any time to run the process. Once the process is run, the results must be posted or cleared to run the next repeat type report. Additionally, the Repeat Type process should be run in the order presented (i.e., Minimum Grade, Multiple Failure, and Credit Limit).

The following table describes the fields on the CUNY Repeat Policy page. Field Institution (Academic Institution) Career (Academic Career) Term

Program Repeat Type

Field Description A specific college within CUNY, identified by an alphanumeric code. Enter or select the academic institution for which the process is to be run. The academic level of course work, such as, undergraduate or graduate. A period of time within a given year (Spring, Summer, Fall) identified by a numeric code and consisting of sessions in which classes are scheduled at a specific institution (college). Enter or select the term for which the process is to be run. The degree program in which a student is active. Enter or select the academic program for which the process is to be run. Select the Minimum Grade, Multiple Failure, or Credit Limit option. Schools should run the process in the order listed for any gaps.

Click the Run button to process the request. For further instruction on running a process or report see Appendix. Note: After running the CUNY Repeat Policy for any repeat type, the records must be posted or cleared from the suspense file prior to running another repeat type process. The following message displays when in a process instance “ Staging records not posted yet for Term:1132 and Repeat Type: Minimum Grade. Please run the post process or clear them from the staging.”

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Topic 7:

CUNY Repeat Policy Post

The CUNY Repeat Policy Post component retrieves the results from the CUNY Repeat Policy run process. All records must be posted or removed from the suspense file to complete the posting process. After which, the student’s record will be updated. The Repeat Policy Report component can be found by navigating to: CUNY > Campus Solutions > CS Extensions > CUNY Repeat Policy Post

Step Summary 1. Navigate to the CUNY Repeat Policy Post component 2. Add a New Value and designate an appropriate Run Control ID. --or— 3. Find an Existing Run Control ID 4. On the CUNY Repeat Policy Post page, enter or select Academic Institution, Career, Term and Program. 5. Select the Repeat Type. 6. Click Fetch Data 7. Review results. 8. Click Run. 9. Click Save.

Detailed Information After navigating to the CUNY Repeat Policy Post component, add a new Run Control ID or find an existing run control.

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SR Reference Guide The CUNY Repeat Policy Post component contains the identical selection criteria to CUNY Repeat Policy page. To retrieve results, enter the same selection criteria from CUNY Repeat Policy run. Click the Fetch Data button to display the student population that meets the defined parameters.

The following table describes the fields on the CUNY Repeat Policy page. Field Institution (Academic Institution) Career (Academic Career) Term Program Repeat Type

Field Description A specific college within CUNY, identified by an alphanumeric code. Enter or select the academic institution for which the process is to be run. Enter or select the academic career for which the process is to be run. Enter or select the term for which the process is to be run. Enter or select the academic program for which the process is to be run. Select the same repeat type option as selected during the CUNY Repeat Policy run.

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SR Reference Guide Run Process The list of selected students displays. Use the [-] to deselect students who need further review. After confirming the list is correct, click the Run button at the top of the page to post to the student’s record. For further information on running a process, see the Appendix. Check the Process List for success. Note Process Instance number.

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SR Reference Guide

Topic 8:

Update Academic Standing (Batch Process)

At the end of a term, a process is run to calculate students’ Academic Standing, Honors and Awards using the Acad Standing/Honors & Awards component. The process evaluates students who are active in the academic institution, academic career, term, and academic program selected. If students meet the parameters of the academic standing rule, honor or award rule, the process updates these students’ academic standing records or honors and awards records according to the rule. The process does not update students' academic standing for grades that do not count towards GPA, such as pass/no pass grades. The Acad Standing/Honors & Awards component can be found by navigating to: Records and Enrollment > Term Processing > End of Term Processing > Acad Standing/Honors & Awards

Step Summary 1. 2. 3. 4.

Navigate to the Academic Standing/Honors & Awards component. Enter a Run Control ID and Search or Add a New Value. Enter or select the academic institution for which academic standing, honors and awards are to be calculated. Enter or select the academic institution, academic career, term and academic program for which academic standing, honors and awards are to be calculated. 5. Select checkbox Calculate Academic Standing 6. Enter a date to be used in the Academic Standing process 7. Click the Run button to run the process. For more information on running a process, see the Appendix.

Detailed Information Academic Standing/Honors and Awards Search page After navigating to the Academic Standing/Honors & Awards component, the Search page is shown. Establish a new Run Control ID on the Add a New Value page, or search for an existing value.

Use the Academic Standing/Honors and Awards page to set the parameters for the process.

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Field Institution (Academic Institution) Career (Academic Career) Term

Acad Program (Academic Program) Calculate Academic Standing Calculate Honors & Awards Date

SR Reference Guide Field Description A specific college within CUNY, identified by an alphanumeric code. Enter or select the academic institution for which the process is to be run. The academic level of course work, such as graduate, undergraduate, professional, etc. Enter or select the academic career for which the process is to be run. A period of time within a given year (Spring, Summer, Fall) identified by a numeric code and consisting of sessions in which classes are scheduled at a specific institution (college). Enter or select the term for which the process is to be run. The degree program in which a student is active. Enter or select the academic program for which the process is to be run. Select to have the process calculate students’ Academic Standings. Currently not in use at CUNY. Enter the date the system is to use in the Academic Standing process. The Academic Standing process displays the date that user enters here in the Date Received field on the Academic Standing page.

Run Process Click the Run button to run the process. For further information on running a process, see the Appendix.

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Topic 9:

Update Student Record After Running Academic Standing

Validate Academic Standing Use the Query Viewer to run CU_SR_ACAD_STANDING query to validate the results of Academic Standing process.

Update Enrollment Limits • •

Use Update Enrollment Limits Process to lower the enrollment limits for student with Academic Standing equals Probation according to college policy.. Use Update Enrollment Limits Process to set the enrollment limits to ‘0’ zero for student with Academic Standing equals Dismissed.

Mass Assign DIS Service Indicator Use Mass Assign Service Indicator to assign DIS service indicator to student who have Dismissed Academic Standing. Use query CU_SR_DIS_ASSIGN_SI for Mass Assign process.

De-Enroll and Process Dismissed Students Use the Query Viewer to run CU_SR_DISMISSED_REGISTERED query to identify students who are assigned Dismissed Academic Standing and are enrolled for future term courses. • Drop students from classes if needed. (manual process) • Run Term activation batch process with Use the Term Activation process to unset the “Eligible to Enroll” flag.

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•

Add a DISM program Action to the Student Program/Plan stack. Add a new row in students’ program plan stack with DISM program action reason code. (manual)

Drop Student on Probation from Classes Use the Query Viewer to run CU_SR_PROBATION_GT_13UNITS query to identify students who are assigned Probation Academic Standing and are registered for future term for more than 13 units. Drop students from classes if needed.

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Topic 10: View/Update Academic Standing for Individual Student After academic standings have been calculated at the end of a term, an individual student’s academic standing may be viewed using the Term History component. The Term History component can be found by navigating to: Records and Enrollment > Student Term Information > Term History.

Step Summary 1. 2. 3. 4. 5. 6. 7.

Navigate to the Term History component. Search for the student whose academic standing is to be reviewed. Click on the Academic Standing page. Navigate to the term for which the academic standing is to be viewed. View the student’s academic standing information for the term. If necessary, update the student’s academic standing for the term. Save.

Detailed Information After navigating to the Term History component, the Search page is displayed. Enter the student ID or other search criteria and click the Search button.

The Term Statistics page of the Term History component is displayed. Click on the Academic Standing page.

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SR Reference Guide Navigate to the term for which academic standing is to be viewed.

Add a new row with the appropriate Effective Data and use Manual Override checbox to assign new Academic Standing Action:

Use Manual Override checbox to modify/update Academic Standing Action assgined using the batch process (retain the effective date):

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SR Reference Guide The following table describes the fields on the Academic Standing page of the Term History component. Field Effective Date

Effective Sequence

Manual Override

Academic Program

Academic Standing Action

Formal Description Internal Description Academic Standing Status User ID Action Date

Field Description Date that the academic standing action is effective. This field defaults to the date on which the academic standing is calculated or entered and saved, but can be modified. When manually entering academic standing, the default for the first academic standing action within a student's academic career and term is 0. If there are multiple academic standing actions within the same academic career and term, user must override the default value by manually incrementing the effective sequence for each additional academic standing action entered for the same effective date. When the Academic Standing process populates this field, it enters effective sequences starting at ten and increments them by ten (such as 10, 20, and 30) when the effective date is the same as an existing row. Allows the Academic Standing Action and Academic Program fields to be edited. Note: When user runs the Academic Standing process, the system does not calculate academic standing for any records in which this check box is selected. The degree program in which a student is active. When the Manual Override checkbox is selected, enter or select the student’s academic program in which the academic standing is incurred. When an academic standing is calculated through the automated process, the system displays the code for that academic standing in this field. When the Manual Override checkbox is selected, enter or select the desired academic standing. The system displays descriptions of the academic standing calculated in the Academic Standing Action field. The system displays the ID of the user who has calculated or entered the academic standing. The system displays the date the academic standing was calculated or entered.

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Topic 11: Setup Dean’s List Rules The dean’s list setup provides for establishing rules to determine a students’ eligibility to meet dean’s list requirements in a term/year. The Setup Dean’s List Rules: • • •

Defines the criteria for the honor/dean’s list Identify calculation exclusions Identify student exclusion or inclusion criteria

Note: This Setup is only required if the rules have not been configured or institution is updating the criteria for the honors. The Setup Dean’s List Rules component can be found by navigating to: CUNY > Campus Solutions > CS Extensions > Setup Dean’s List Rules.

Step Summary 1. 2. 3. 4. 5. 6.

Navigate to the Setup Dean’s List Rules component. Click the Add a New Value tab. Enter the lookup values Institution, Career, Term, and Honor/Award being configured. Click the Add button. Configure values for Evaluation Criteria, Calculation Exclusions, and Student inclusions/Exclusions rules. Save.

Detailed Information Dean’s List Navigate to the Setup Dean’s List Rules component and enter the values on the Add a New Value page, or search for an existing value.

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SR Reference Guide On the Setup Dean’s List Rules page: • Verify the entered values • Select the Evaluation Criteria tab

Evaluation Criteria: “Evaluation Criteria” are used to define the general parameters of eligibility for the honor. These include such items as evaluation terms(s), cumulative units attempted, cumulative units passed, cumulative GPA, annual GPA, current units attempted, current units passed, term GPA, academic load, academic level and only apply to the Institution, Career, Evaluation Term(s) and Academic Program(s) entered in the parameters.

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SR Reference Guide The following table describes the fields on the Evaluation Criteria tab. Field Field Description Evaluation Term (required) Use the enrollment data from the term(s) specified to determine a student’s eligibility for the award specified. Enrollment Required in all Terms If this checkbox is selected and student academic load is equal to none for any (Checkbox Y/N) evaluation term then student is not eligible and therefore should not be selected. Academic program (optional) If populated then use student’s primary program to determine student’s Academic Program for the institution, career and term specified in the run control. If more than one Academic Program is listed, then the student can be in any of the programs entered for the evaluation term(s). If only one Academic Program is entered, then the student must be in that Academic Program for each term identified as an evaluation term. If no Academic Program is selected, then all academic programs for the career are to be evaluated based on the run control criteria entered. Include Permit Credit If Include permit Credit is selected then uses Other Credit in units and GPA calculations. In additions, the evaluation term values for Current Term GPA, Current unit Passed and Current Units Attempted should ALL be checked and grayed out when the Permit Credit checkbox is selected. Cumulative GPA Student Career GPA for each Evaluation Term. Current Term GPA Student’s Term GPA for each Evaluation Term. Cumulative Units Passed Total Cumulative units for each Evaluation Term. Current Units Passed Sum of units earned from student enrollment record where grade basis is not Audit, units are part of attempted unit and earned credit minus any calculation exclusion, for each Evaluation Term. Cumulative Units Attempted This is the total unit taken for Academic Progress (includes remedial coursework) Current Units Attempted Sum of unit earned from students enrollment record where grade basis is not Audit, unit are part of attempted unit and in-unit and in progress/earned credit minus any calculation exclusion, for each Evaluation Term. Academic Year GPA Calculate the Academic Year GPA for student enrollment record for the specified Academic year not the evaluation term(s). Academic Level Student’s End of Term Academic Level for each Evaluation Term. Academic Load Student’s academic load for all Evaluation term. Evaluation Terms Only If these checkboxes are selected there will be one value per evaluation period. (checkboxes, Y/N) For example, Evaluation Terms are 1119 and 1122, Current Units Passed GE 18 with Evaluation Terms Only = Y, Term GPA GE 3.50. This means that for 1119 and 1122 combined, the student must have earned GE 18 units with a 3.5+ term GPA for 1119 and a 3.5+ Term GPA for 1122. For the same Evaluation Terms of 1119 and 1122, Current Units Passed is 18 Evaluation Terms Only = Y. Then, the student must have passed 18+ units in 1119 and 18+ units in 1122 and the overall GPA calculated from the two terms GPA’s for 1119 and 1122 must be GE 3.5; the student could have less than a 3.5 in one term and greater than a 3.5 in the other term. If Evaluation Terms Only is not selected for any field then the student must pass GE 18 units is each term and have a term GPA GE 3.5 in each term. Award Once per Evaluation Period If this checkbox is selected then the student cannot have the honor code, e.g., (checkbox, Y/N) DEANS, on his/her record for the Institution, Career on any of the terms specified in the ‘Evaluation Terms fields. Units in Residence If this field is populated then only units taken and earned at that Institution can be used to determine initial eligibility. The calculated value must be greater than or equal to the number entered in the units in Residence field. Note: If multiple terms are specified in the Evaluation Terms field and the Evaluation Terms Only checkboxes are not selected, then each term in the Evaluation term field must meet the criteria specified. For example, if Include Terms are ‘1119’ and ‘1122’, term GPA is GE 3.500 and Current units Passed GE 12.000, then both terms must have a term GPA 3.5000 and Current Units Passed GE 12.000.

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SR Reference Guide Calculation Exclusions: If the student’s record or class/course record has any of the “calculation” exclusions entered on the run control, the student is selected for processing but the class that contains the excluding criterion is not used in calculating the minimum units or GPA required for the honor. The calculation exclusion only apply to the Institution, Career, Term(s) and Academic Program(s) entered in the run control.

The following table describes the fields on the Calculation Exclusions tab. Field Field Description Session Session to be excluded from evaluation (e.g., Winter) Requirement Designation Requirement Designation to excluded (e.g., Remedial) Grades Grades to be excluded when calculating honors (e.g., WU, INC) Course Attributes Exclude classes with specified course attributes (e.g., ESL, USIP) Repeat Code Exclude classes with specified repeat codes (e.g., AVRG)

Student Inclusion/Exclusion Criteria: If student inclusions are specified, then only students with all the criteria identified in this section are eligible for processing; all other students are bypassed. These only apply to the Institution, Career, Term(s), and Academic Program(s) entered in the run control. If student “exclusions” are entered, then any student with one or more of the criterion specified is not processed. These only apply to the institution, Career, Term(s), and Academic Program(s) entered in the run control.

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The following table describes the fields on the Student Inclusion/Exclusion Criteria tab. Field Field Description Student Inclusions Test Requirement Group Only students with selected Test/Assessments and Valid Data Sources will be included. Good Academic Standing Only students in good academic standing are eligible for honors calculation (checking, Y/N) Student Exclusions Grades Exclude students with selected grades in the classes Requirement Designation Exclude students with classes having selected Requirement Designation. Repeat Code Requirement Exclude students with classes having selected repeat code Designation Honor/Award Exclude students if they have selected Honor/Award assigned to them already. Student Group Exclude students in selected student groups (e.g., PDEG – Prior Degree, CNOW – College Now) Max Award Allowed If this field is populated, then Count the number of times the honor exists for the Institution and Career in the run control. If the honor exist for the same Institution/Career/Term more than once, only count it once. If the count is greater than the Maximum Awards Allowed Exclude this student from processing. Click the Save button. Last Updated: October 30, 2013| Page: 855

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Topic 12: View/Update Dean’s List for Individual Students Once students’ academic honors and awards have been calculated at the end of a term, they can be viewed in the Honors and Awards component. Also, honors and awards data can be updated and additional honors and awards can be added to a student’s record manually in the Honors and Awards component. The Honors and Awards component can be found by navigating to: Records and Enrollment > Term Processing > End of Term Processing > Honors and Awards.

Step Summary 1. 2. 3. 4. 5. 6.

Navigate to the Honors and Awards component. Search for the student whose Honors and Awards are to be viewed and/or updated. View the student’s honors and awards. If necessary, update data pertaining to one or more honor or award. If necessary, add a row to add a new honor or award to the student’s record. Click the Save button

Detailed Information After navigating to the Honors and Awards component, the search page appears. Search for a student by ID or other known values.

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SR Reference Guide View the student’s honors and awards on the Honors and Awards page.

Field Internal/External

Date Recvd (Received) Academic Institution Honor/Award Formal Description Grantor Career (Academic Career) Term

Academic Program Tran Level (Transcript Level)

Academic Plan System Generated Comment

Field Description Type of honor or award that the individual received; values are: • Internal: Source of honor or award is inside of CUNY • External: Source of honor or award is outside of CUNY Date the student received the honor or award A specific college within CUNY, identified by an alphanumeric code. Academic Institution at which the honor or award is granted. The specific honor or award the student has been granted. Full name of the honor or award Person or entity who bestowed the honor or award The academic level of course work, such as graduate, undergraduate, professional, etc. The academic career in which the honor or award is granted. A period of time within a given year (Spring, Summer, Fall) identified by a numeric code and consisting of sessions in which classes are scheduled at a specific institution (college). The term in which the honor or award is granted. The degree program in which a student is active. The academic program for which the student’s honor or award is granted. The value selected determines the types of transcript that will include the data regarding the honor or award. Values are hierarchal. Whichever transcript level is selected, data will appear on that transcript type as well as any type that is lower in the hierarchy, which is as follows: Official, Unofficial, Stdnt Life (Student Life), Degr Prog (Degree Progress). The remaining value "Not Print" causes the data to appear on none of the transcript types. A student's degree concentration or major. The system selects this check box if the Honors/Awards batch process generated this honor and award. Text box used to leave notations regarding the student’s Honors and Awards

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Topic 13: Dean’s List (QNS01 & QCC01) Dean's List is an automated process developed to allow administrative users to assign students to the Dean's List honor, which appears on the Student's transcript. This process will be run for undergraduate students for a term to be selected by the end user at a specific institution. Students assigned to the Dean’s List for an Institution can be reviewed by the user and post the approved students to the Honor/Awards component Dean’s List award can be viewed/updated in the student’s Honors and Awards record. User can override it to select a different career, academic program, term and transcript level on which to include this honor or award. Note: This process should be run after final grades are posted for the term. The Process Deans List component can be found by navigating to: CUNY > Campus Solutions > CS Extensions > Process Dean’s List. The Review and Post Deans List component can be found by navigating to: CUNY > Campus Solutions > CS Extensions > Review & Post Deans List. The Honors and Awards component can be found by navigating to: Records and Enrollment > Graduation > Honors and Awards

Step Summary 7. Navigate to the Process Deans List component. 8. Enter a Run Control ID and Search or Add a New Value. 9. Enter or select the Institution, Career, Term, Acad (academic) Program, Equation Name (FT = Full Time or PT = Part Time) , Date (on which dean’s list should be posted for the term) 10. Select Process Action (Create OR Create & Post). By default Create Option is selected. If it’s set to Create & Post, the Award Population is created and then directly posted to Honor/Award for the students. 11. Click the Run button to run the CUDEANS process. For further information on running a process, see the Appendix. 12. If Process Action = Create Dean’s List, wait for CUDEANS process to run successfully and navigate to Review & Post Deans List component. Review and Post Process component is used to review the list of Students selected by the above process. User can then selects some or all students and post to the Honor/Award tables a. Enter same parameters as in step 3 and click the Fetch Data button to retrieve the results of the Process Dean’s List process b. Review the result and deselect checkbox next to the EmplID of the student which should not be selected for Dean’s List honors c. Click the Post button. 13. If Process Action = Create & Post, wait for CUDEANS process to run successfully and navigate to Honors and Awards component to verify the results of the process. 14. Save.

Detailed Information Process Deans List Navigate to the Process Deans List component and establish a new Run Control ID on the Add a New Value page, or search for an existing value.

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SR Reference Guide On the Process Deans List page: • Enter or select the Institution, Career, Term, Acad (academic) Program, Equation Name (FT = Full Time or PT = Part Time), and the Date (on which dean’s list should be posted for the term) • Select Process Action (Create OR Create & Post). By default Create Option is selected. If it’s set to Create & Post, the Award Population is created and then directly posted to Honor/Award for the students.

The following table describes the fields on the Process Deans List component. Field Equation Name

Date Process Action

Field Description Selects the Institution specific Full-time or Part-time Equations: • DEAN_ZZZ_FT or DEAN_ZZZ_PT o FT = Full Time ; PT = Part Time o ZZZ = QNS for QNS01 and QCC for QCC01 Date that the Dean’s List honor is effective. This field defaults to the date on which the dean’s list is calculated or entered and saved, but can be modified. By default Create Option is selected. • If it’s set to Create & Post, the Award Population is created and then directly posted to Honor/Award for the students. • If it’s set to Create, the Award Population is created but not automatically posted, user must review the result of this process, adjust the selected student and then post Honor/Award for the students.

Click the Run button to and select the checkbox for the CUDEANS process and click the OK button to schedule the process. For further information on running a process, see the Appendix.

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SR Reference Guide Use the Process Monitor to view the status of the process. Once the Run Status is success, user is ready to review and post the dean’s list. Note: If the user had selected ‘Create & Post’ as the option for Process Action on the Process Deans List component, the Award Population is created and then directly posted to Honor/Award for the students. Review & Post Deans List process is not needed in that case Review & Post Deans List Review and Post Process component is used to review the list of Students selected by the above process. User can then selects some or all students and post to the Honor/Award tables. Navigate to the Review Deans List component and enter same parameters used for the Process Deans List Component and click the Fetch Data button to retrieve the results of the Process Dean’s List process

Click the Fetch Data button to and review the result and deselect the checkbox for students who should be excluded from the posting process.

Enlarged – Left side of the fetched Data table:

Enlarged – Right side of the fetched Data table:

Once reviewed/updated, click the Post button on the bottom of the page to post the dean’s list to the student’s record.

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Note: During the Post Process, if the student has an entry in the Honor/Award table for the Institution, Career and Term then the existing row will be deleted and new row will be added with current information.

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Topic 14: Dean’s List (Batch Process) Dean's List process allows users to assign dean’s List or other Term specific honors to the students. Students assigned to the Dean’s List for an Institution can be reviewed by the user and once verified honors can be posted for approved students. If needed, Dean’s List award can be viewed/updated in the student’s Honors and Awards record. User can override it to select a different career, academic program, term and transcript level on which to include this honor or award. Note: This process should be run after final grades are posted for the term. The Deans List component can be found by navigating to: CUNY > Campus Solutions > CS Extensions > Dean’s List. The Review and Post Deans List component can be found by navigating to: CUNY > Campus Solutions > CS Extensions > Dean’s List Suspense. The Honors and Awards component can be found by navigating to: Records and Enrollment > Graduation > Honors and Awards

Step Summary 1. 2. 3. 4. 5. 6. 7. 8. 9.

Navigate to the Dean’s List component. Enter a Run Control ID and Search or Add a New Value. Enter or select the process criteria. Click the Run button to run the process. Once process successfully completes, navigate to Dean’s List Suspense component. Review list of selected students and deselect students (if needed). Run the process to post Dean’s List / Honors and validate the results. If needed, navigate to Honors and Awards component to verify the results of the posting process. Save.

Detailed Information Dean’s List Navigate to the Dean’s List component and establish a new Run Control ID on the Add a New Value page, or search for an existing value.

On the Dean’s List page: • Enter or lookup values for Institution, Career, Term, Honors/Awards and Date • Click Load from Setup button to load the configured rules for the desired Honors/Awards • Select the Evaluation Criteria Tab

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On the Evaluation Criteria page enter value for the Evaluation Term (term(s) which should be used to evaluate Honor for the students)

Run Process Click the Run button to run the process. For further information on running a process, see the Appendix. Check the Process List for success (CU_DEANS_LST). Note Process Instance #.

Dean’s List Suspense Navigate to the Dean’s List Suspense component and enter the process instance # obtained from Dean’s List process or click search to view a list of all process instance #s.

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The list of selected students displays. Deselect students who should not receive the award. After confirming the list is correct click the Run button at the top of the page to post the awards to the student’s record.

Post Honors Click the Run button to run the process. For further information on running a process, see the Appendix.

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Validate Honors Once the Process successfully runs, Click Go back to Dean’s List Suspense link

Verify Processed checkbox is selected for students successfully processed.

User can also navigate to Honors and Awards component to verify the results of the process for individual students.

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Topic 15: View Student Grades and Term Statistics Once a student’s grades for a term are posted, the student’s grades and academic statistics for that term can be viewed using the Student Grades component. The Student Grades component can be found by navigating to: Records and Enrollment > Student Term Information > Student Grades

Step Summary 1. 2. 3. 4. 5.

Navigate to the Student Term Search component. Search for a record linking student, academic institution, academic career and term. View the student’s grade information for each class in the selected record. Click the Details link on the row of any listed class to view class details. Click the Print button to generate a report of the information on this page (for more information on reports, see the appendix). 6. Click on the Term Statistics page to view the student’s academic statistics for the term.

Detailed Information After navigating to the Student Grades component, the Search page is shown. Search for a record linking student, academic institution, academic career and term

Student Grade Inquiry page Grade and other information is displayed for each class of the selected student in the selected term.

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SR Reference Guide Detail link By clicking the Details link at the far left of any row, the Enrollment Summary - Class Detail page of the corresponding class is displayed. Term Statistics page The Term Statistics page displays the student’s statistics for the term, including units earned and GPA.

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Topic 16: View All Terms in which a Student Has Been Active A review of terms in which a student has been active at CUNY can be conducted using the Student Term Search component. The Student Term Search component can be found by navigating to: Records and Enrollment > Career and Program Information > Student Term Search

Step Summary 1. Navigate to the Student Term Search component. 2. Search for a student by ID or other criteria. 3. Review the terms in which the student has been active.

Detailed Information After navigating to the Student Term Search component, the Search page is shown. Search for a student by ID or other criteria.

The results of the search are displayed. Each term in which the student has been active is visible.

Field Academic Career

Field Description The academic level of course work, such as graduate, undergraduate, professional, etc. Last Updated: October 30, 2013| Page: 869

Field Term

Academic Institution Eligible to Enroll

SR Reference Guide Field Description A period of time within a given year (Spring, Summer, Fall) identified by a numeric code and consisting of sessions in which classes are scheduled at a specific institution (college). A specific college within CUNY, identified by an alphanumeric code Checkbox used to indicate the student’s eligibility to enroll in the specified academic career and term at an academic institution, according to the value of the corresponding field on the Term Activation page

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Topic 17: View a Student’s Academic Statistics for All Terms A student’s academic statistics for all of that student’s terms at CUNY can be viewed using the Term History component. Note:

This is also the component used to perform cancellation or withdrawal of a student from enrollment in a session or term. The Term History component can be found by navigating to Records and Enrollment > Student Term Information > Term History.

Step Summary 1. 2. 3. 4.

Navigate to the Term History component. Search for a student by ID, name, or other criteria. View the student’s academic statistics for one or more term on the Term Statistics page. View the student’s cumulative academic statistics up to and including any given term on the Cumulative Statistics page.

Detailed Information After navigating to the Term History component, search for a student by ID, name, or other criteria.

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SR Reference Guide Term Statistics page The Term Statistics page displays data including Graded Units and GPA for the selected student for a given academic career and term. Use the row navigation tools to view statistics for other terms and/or careers.

The following table describes the fields on the Term Statistics page of the Term History component. All Areas Field Graded Units Grade Points GPA Earned Units In Progress Units For GPA (row) Not for GPA (row)

Enrollments Field Units Taken Toward Academic Load Units Earned Toward Academic Load Units Taken for Audit

Field Description Units for which the student received grades. The product of the student’s grades and the total graded units. Grade Point Average. The grade points divided by graded units. Units earned in term. Units for which student is enrolled and grade not yet posted. Values appear in this row for all classes included in the student’s GPA calculation Values appear in this row for all classes not included in the student’s GPA calculation (for example, Pass or Credit).

Field Description Units taken by the student that would be included in calculating academic level. Units earned by the student that are included in calculating academic level. Units taken by the student those are not included in calculating academic progress or academic level. Last Updated: October 30, 2013| Page: 872

SR Reference Guide Transfer Credit Field Graded Transfer Units GPA / No GPA For Units Only Units Adjustment

Total Adjusted Transfer Units

Field Description Total of transferred units that are graded, whether included in GPA calculation or not. Total of transferred units that are not graded. The number of units that were manually removed from the student’s overall transfer credit units. This field is updated on the Terms in Residence page in the Term Activation component. Total number of transferred units, minus the adjustment.

Combined (Enrollment + Transfer Credit Units) Field Field Description Combined Earned Units GPA/ No Total of combined enrollment and transferred units that are graded, whether GPA included in GPA calculation or not Transfer Credit for Units Only Total of transferred units that are not graded Transfer Credit Units Adjustment The number of units that were manually removed from the student’s overall transfer credit units. This field is updated on the Terms in Residence page in the Term Activation component. Total Term Units Net total of all combined enrollment and transfer credit units. Reset Cum Stats at Term Start Select to reset statistics to zero at the start of the term. If user clears this check box, (reset cumulative statistics at term the system accumulates statistics from previous terms. start) Cumulative Statistics page The Cumulative Statistics page displays cumulative data including Graded Units and GPA earned by the selected student up to and including the term being viewed within an academic career. Use the row navigation tools to view cumulative statistics for other terms and/or careers.

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SR Reference Guide For descriptions of the fields on the Cumulative Statistics page, see the field definitions for the Term Statistics page above, and view the values on this page as cumulative values for the selected term and all the terms completed by the student prior to the selected term. Note: The Student Grade Review page & Student Special GPA is not being used at this time.

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Unit XIV: Graduation Tracking & Processing Unit Introduction This unit contains instruction on the administrative activities necessary for updating student records at the conclusion of a term. In terms of remainder Non - student facing major activities are • •

Graduation tracking and processing Reporting academic statistics

Course Objectives Upon completion of this course, the learner will be able to: • • • •

Track graduation progress certify students’ graduation eligibility update graduating students’ records and award degrees. consolidate and report academic statistics for the term

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Chapter 1 – Tracking Graduation Progress The Graduation Tracking Provide comprehensive information required to make a decision about the candidate’s degree completion status. After the student applies for graduation, the Registrar, Bursar, and Faculty Advisors perform various activities to certify the student is qualified for graduation. Once certified, the records of students who are certified for graduation are updated, degrees and honors are posted, and diplomas are ordered and received by the students. The Registrar performs various processes and tasks in CUNYfirst in order to certify graduation eligibility for students. These include performing an audit of degree progress in order to determine a final list of those eligible to graduate.

Chapter Objectives Upon completion of this chapter, the learner will be able to: • • • •

Track individual candidate progress. Review graduation status history. Update academic program for a group of students. Track candidate group progress.

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Topic 1:

Track Graduation Progress for Individual Student

Use Graduation Tracking to evaluate if a student has completed all the requirements necessary to receive his or her degree. This component provides comprehensive information required to make a decision about the candidate’s degree completion status including • Enrollments • Cumulative statistics • Milestones • Transfer credit • Additional graduation requirements The Graduation Tracking component can be found by navigating to: Records and Enrollment > Graduation > Graduation Tracking.

Step Summary 1. Navigate to the Graduation Tracking component. 2. Search for a student by ID or other criteria. 3. Select Update Graduation Status check box to open a new Graduation Review Status field for entry of a new status. 4. If a class needs to be tracked during the graduation review process, enter a Grad Note on that class. 5. Save.

Detailed Information After navigating to the Student Degrees component, the search page is displayed. Search for a student by ID or other criteria.

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SR Reference Guide Gradation Tracking page

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The following table describes the fields on the Graduation Tracking component. Field Field Description Update Graduation Status Select this check box to open a new Graduation Review Status field for entry of a new status. View Status History Click this button to access the Graduation Status History page Select Show All to display all enrollments, or select Limited View to display only Select Display Option ungraded ones Update Graduation Status Select Update Graduation Status check box to open a New Graduation Review Status field for entry of a new status. Click the ‘OK’ or ‘Apply’ button on the bottom of the page to update the status

View Status History Access the Graduation Status History page (Click the View Status History button on the Graduation Tracking page).

Academic Plan The Academic Plan group box displays all plans for the student’s career/student career number identified at the top of the page. If the student has more than one degree in the career/student career number, all plans appear under each degree

Statistics The information displayed in the statistics section are from the student career term record that is less than or equal to the expected graduation term. • The Cumulative Units tab displays a summary of the status of all units taken by the student in a term. • The Cumulative GPAs tab displays all GPAs for a student Last Updated: October 30, 2013| Page: 879

SR Reference Guide •

The Transfer Credit tab displays posted units for transfer, test and other credit.

Enrollment (if any) The Class Information tab displays classes that do not have a grade or have an incomplete grade for which the student is enrolled. If a class needs to be tracked during the graduation review process, enter or lookup a Grad Note on that class. If the class is dropped (after the drop retain date) or once the class is graded, it still appears in this section, due to the Grad Note. Note: Select Show All to display all enrollments, or select Limited View to display only ungraded ones.

The following table describes the fields on the Graduation Tracking component. Field Field Description Select Show All to display all enrollments, or select Limited View to display only Select Display Option ungraded ones

Milestones (if any) The information is only displayed if (any) milestones are attached to the students record. Last Updated: October 30, 2013| Page: 880

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Graduation Notes Enter any free-form text in the Comment field for the graduation reviewer.

Honors If the student is eligible for any honors at graduation, enter an Honors Code.

Course Credit (if any) The information is only displayed if there are transfer course credits attached to the students record. .

Test Credits (if any) The information is only displayed if there are transfer test credits attached to the students record. .

Other Credits (if any) The information is only displayed if there are transfer other credits (permit, life achievement, exemptions) attached to the students record. Last Updated: October 30, 2013| Page: 881

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Topic 2:

Graduation Tracking (Batch Process)

Use Graduation Tracking to manage the graduation tracking status for a group of student. Use graduation tracking to assign tracking status based on the degree checkout status to population of students. The Graduation Tracking component can be found by navigating to: Records and Enrollment > Graduation > Graduation Tracking Batch.

Step Summary 1. 2. 3. 4. 5. 6. 7.

Navigate to the Graduation Tracking component page Input a Run Control ID and click the Add button or use established value Confirm Academic Institution Select appropriate Academic Career Confirm Select Population checkbox is checked by default Input the Selection Criteria: Run the Graduation Processing with the Process Scheduler

Detailed Information Once the user navigates to the Graduation Processing page, use the Find and Existing Value page to locate a Run Control ID or Add a New Value page to add a Run Control ID.

Gradation Processing page This page enables users to update academic program information for multiple students; user can either click the Add Students link to enter student IDs or create a list using the Population Selection process

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Graduation Processing Query Names Query Name SSR_GRADTRK_AA_RESULTS SSR_GRADTRK_ACADLEVELBOT SSR_GRADTRK_CHKOUTSTAT SSR_GRADTRK_ENRLGRADNOTE SSR_GRADTRK_GRADREVSTATUS

Description Graduation Tracking AA Results Graduation Tracking Acad Level Graduation Track Chkout Status Grad Tracking Enrl Grad Note Grad Track Review Status

The following table describes the fields on the Graduation Processing component. Field Field Description Load Selection Results

Select this link to populate the Selection Results section with the student list created during the Population Selection process. At this point, user can exclude a student. When user is ready to award the degree, user can update the Degree GPA and the Honors 1 and Honors 2 fields using the Update Degree Values. The fields can also be manually updated.

Graduation Process Action

Select an action: Degree Checkout Status, Expected Graduation Status, Reports Only - Transcripts/AA, or Update All.

New Degree Checkout Status

Select a status to be applied to the IDs: Applied for Graduation, Approved, Denied, Needs to Finish Pending Work, Program in Review, Review in Progress, Withdrawn, Degree Awarded, and Eligible for Graduation. Note: •

When the degree checkout status is Degree Awarded, the Action Reason, Completion Term, Program Effective Date, and Confer Date Option fields become available.

•

For all other degree checkout status values, the Action Reason, New Expected Grad Term, and Expected Grad Term Option fields become available. Last Updated: October 30, 2013| Page: 884

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Field Description

Program Effective Date, Confer Date Option

Values for these fields are: Confer Dt (Confer Date),Today, or User Date. The Confer Dt is the date defined in the Academic Calendar.

Create Transcript Request

Select this check box to create transcript requests for the population defined. User must also select the transcript type.

Create Academic Advisement Req

Currently not in use at CUNY.

Run button When user clicks the Run button, the system takes the student group created using Population Selection and inserts a new row into the Graduation Tracking table for each student. For further information on running a process, see the Appendix.

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Chapter 2 – Graduation Processing The Certify Graduation Eligibility process includes all graduation activities, from the student applying for graduation, to awarding degrees. After the student applies for graduation, the Registrar, Bursar, and Faculty Advisors perform various activities to certify the student is qualified for graduation. Once certified, the records of students who are certified for graduation are updated, degrees and honors are posted, and diplomas are ordered and received by the students. The Registrar performs various processes and tasks in CUNYfirst in order to certify graduation eligibility for students. These include performing an audit of degree progress in order to determine a final list of those eligible to graduate.

Chapter Objectives Upon completion of this chapter, the learner will be able to: • conduct audit of degree progress • create and distribute list of those eligible to graduate • update program action to complete and other data • review and update degree information.

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Topic 1:

Graduation Processing for Individual Student

When a student has applied and is found to be eligible for graduation, the student’s degree and honors (if any) must be posted using the Student Program/Plan component. The Student Program/Plan component can be found by navigating to Records and Enrollment > Career and Program Information > Student Program/Plan.

Step Summary 1. Navigate to the Student Program/Plan component. 2. Search for the desired record linking a student, academic career, and career number in which a degree is to be posted (a student may be engaged in more than one academic career and may have more than one career number). 3. Add a new row on the Student Program page. 4. Enter or select the program action COMP: “Completion of Program.” 5. This action causes the student’s Degree Checkout Status to update to “Approved.” 6. Navigate to the Student Degrees page. 7. Enter or select the Completion Term for this degree 8. Enter or select Degree Honors. 9. Enter Degree GPA (if desired) 10. Click the Update Degrees button.

Detailed Information After navigating to the Student Program/Plan component, the search page appears. Search for a record linking student, academic career and career number.

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SR Reference Guide The Student Program page of the Student Program/Plan component is displayed. Click the Plus-Sign button to add a new row.

On the new row, click the lookup tool for the Program Action field.

The lookup page appears. Select the program action “Completion of Program.”

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Click on the Student Plan page to verify that the student’s plan (major) and degree information is correct.

Click on the Student Degrees page. Note: The Degree Checkout Status has updated to “Approved” because the Program Action COMP “Completion of Program” was entered on the first page.

Enter or select a Completion Term for this degree and click the Update Degrees button.

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The following table describes the fields on the Student Degrees page of the Student Program/Plan component. Field Degree Checkout Stat

Field Description This field is blank when a student becomes active in a program, and can be updated as a student moves though that program. Choices are Applied, Approved, Awarded, Denied, In Review, Pending, and Withdrawn. When the program action Completion of Program is taken on the Student Program page, this field automatically updates to “Approved.” The system changes this status from Approved to Awarded when the Update Degrees button is clicked. When this button is clicked, all fields on this page become unavailable.

Completion Term Degree Honors 1 Degree Honors 2 Degree GPA

Note: User must complete future edits using the Student Degree component (Records and Enrollment > Graduation > Student Degrees), or user can revoke the degree altogether by inserting a new row in the Program Action field on the Student Program page and selecting a value of Revoke Degree. The term the student degree is completed must be entered before the Update Degrees button is clicked. Enter or select honors earned by the student for the degree being awarded. If desired, enter a GPA to be associated with this degree.

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SR Reference Guide With the fields for Completion Term (required) and Degree Honors and Degree GPA (optional) now completed, click the Update Degrees button. The Degree Checkout Status has now updated to “Awarded” and, along with the Completion Term and Update Degrees button, is now grayed-out--showing the degree has been posted.

Note: The Update Degrees button must be used to award a degree. Simply selecting “Approved’ in the Degree Checkout Status field will not award the student’s degree.

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Topic 2:

Graduation Process for Multiple Students (Batch Process)

Use Graduation Processing to manage the degree checkout process for a group of student. Use graduation processing to assign degree checkout status of eligible for graduation to population of students who should be allowed to apply for graduation via self-service. Note: Academic Calendar (Term Calendar 4 tab) must be defined with valid graduation application dates for each term. The system uses the date range to control the values that students can enter in the Expected Graduation Term field on the Apply for Graduation – enter Graduation Term page. The Graduation Processing component can be found by navigating to: Records and Enrollment > Graduation > Graduation Processing.

Step Summary 1. 2. 3. 4. 5. 6. 7.

Navigate to the Graduation Processing component page Input a Run Control ID and click the Add button or use established value Confirm Academic Institution Select appropriate Academic Career Confirm Select Population checkbox is checked by default Input the Selection Criteria: Run the Graduation Processing with the Process Scheduler

Detailed Information Once the user navigates to the Graduation Processing page, use the Find and Existing Value page to locate a Run Control ID or Add a New Value page to add a Run Control ID.

Gradation Processing page This page enables users to update academic program information for multiple students; user can either click the Add Students link to enter student IDs or create a list using the Population Selection process

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Graduation Processing Query Names Query Name G_SSR_GRADPRG_STDNTCARTERM SA_QCC_GRADPRG_STDNTCART_CERT SSR_GRADPRG_AA_RESULTS SSR_GRADPRG_CHKOUTSTAT SSR_GRADPRG_CHKOUTSTAT2 SSR_GRADPRG_EMPLID SSR_GRADPRG_EXPGRADTERM SSR_GRADPRG_GRADTRACK SSR_GRADPRG_STDNTCARTERM U_SSR_GRADPRG_STDNTCARTERM

Description Graduation Prog Stdnt Car Term Graduation Prog Stdnt Car Term Graduation Prog AA Results Graduation Prog Degree Checkout Graduation Prog Term Chkout St Graduation Prog Emplid Graduation Prog Exp Grad Term Graduation Prog Grad Tracking Graduation Prog Stdnt Car Term Graduation Prog Stdnt Car Term

Update Degree Checkout Status = Eligible for Graduation Use SSR_GRADPRG_STDENTCARTERM (by academic level and term) or SSR_GRADPRG_EXPGRADTERM (by expected graduation term) to assign degree checkout status of eligible to graduate. As student apply for graduation via self-service, their program plan stack and graduation tracking page will be updated with the status of Applied for Graduation.

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SR Reference Guide Update Degree Checkout Status based on Graduation Tracking Status Use SSR_GRADPRG_GRADTRACK (Graduation Program Graduation Tracking status) to update program/plan stack degree checkout status. For example, If graduation tracking status is ’Denied’ then user can update the Degree Checkout Status to denied for students to view this via self-service and direct them to appropriate office. Award Degree based on Gradation Tracking Status Use SSR_GRADPRG_CHKOUTSTAT2 (Graduation Program Term Checkout status) to update program/plan stack to award degree to students. For example, If graduation tracking status is ’Degree Awarded’ then user can update the Degree Checkout Status to awarded for students to view this via self-service. The following table describes the fields on the Graduation Processing component. Field Field Description Load Selection Results

Select this link to populate the Selection Results section with the student list created during the Population Selection process. At this point, user can exclude a student. When user is ready to award the degree, they can update the Degree GPA and the Honors 1 and Honors 2 fields using the Update Degree Values. The fields can also be manually updated.

Graduation Process Action

Select an action: Degree Checkout Status, Expected Graduation Status, Reports Only - Transcripts/AA, or Update All.

New Degree Checkout Status

Select a status to be applied to the IDs: Applied for Graduation, Approved, Denied, Needs to Finish Pending Work, Program in Review, Review in Progress, Withdrawn, Degree Awarded, and Eligible for Graduation. Note: •

When the degree checkout status is Degree Awarded, the Action Reason, Completion Term, Program Effective Date, and Confer Date Option fields become available.

•

For all other degree checkout status values, the Action Reason, New Expected Grad Term, and Expected Grad Term Option fields become available.

Program Effective Date, Confer Date Option

Values for these fields are: Confer Dt (Confer Date),Today, or User Date. The Confer Dt is the date defined in the Academic Calendar.

Create Transcript Request

Select this check box to create transcript requests for the population defined. User must also select the transcript type.

Create Academic Advisement Req

Currently not in use at CUNY.

Run button When user clicks the Run button, the system takes the student group created using Population Selection and inserts a new row into the Academic Program table for each student; depending on the degree checkout status, either a new data row will be inserted or a completion row (Degree Awarded) and the action reason selected on this page. For further information on running a process, see the Appendix.

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Topic 3:

View/Update Student Degree Information

After a degree has been posted, the student’s degree data can be viewed and also modified using the Student Degrees component. The Student Degrees component can be found by navigating to: Records and Enrollment > Graduation > Student Degrees.

Step Summary 1. 2. 3. 4. 5. 6. 7.

Navigate to the Student Degrees component. Search for a student by ID or other criteria. View and/or update data on the Degree page. View and/or update data on the Degree Honors page. View and/or update data on the Degree Plan page. View and/or update data on the Degree Sub-plan page. Save.

Detailed Information After navigating to the Student Degrees component, the search page is displayed. Search for a student by ID or other criteria.

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SR Reference Guide The Degrees page of the Student Degrees component is displayed; showing data by default from the Student Degrees page of the Student Program/Plan component.

The following table describes the fields on the Degree page of the Student Degrees component. Field Degree Nbr (Number) Degree Institution

Primary Career Completion Term Confer Date Degree Status (Degree Checkout Status)

Degree Status Date Degree GPA

Field Description The system generates the degree number, which is unique for each degree assigned to a student. The system displays by default the degree posted in the Student Program/Plan component. The system displays by default the Academic Institution in which the student is participating in an academic program within which the degree is awarded (as recorded in the Student Program/Plan component). If a student is active in two academic careers, the system at the primacy number. The lowest number takes precedence Term in which degree is awarded. The value defaults from the Student Degree page of the Student Program/Plan component, but can be modified here. The date the degree is conferred on the student. This value defaults from the Confer Date for the Term, and can be modified. Status of a student’s degree request. Note: This page should be populated once the program/plan stack is COMPLETE and update degrees button is clicked on the Student Degrees page. Do not update degrees posted by other institutions. To revoke degrees, do not delete data from this component. Go to program/plan stack and use program action of “Revoke”. The date the latest Degree Checkout Status was assigned. Enter the degree GPA. When user clicks the Update Degrees button, the GPA and degree honors are stored on the student's degree records. Although the system does not calculate this value, user can create an academic advising report to assist them with calculating the value Last Updated: October 30, 2013| Page: 896

Field Honors Prefix/Suffix Class Rank __ of __

SR Reference Guide Field Description If applicable, select a value from the list of values that user defined on for the Degree Honors Prefixes and/or Suffixes If applicable, enter class rank values for the student’s degree. The class rank information appears with the degree description on the transcript if user specify a Local Degrees print area and select the Print Degree Rank check box on the Transcript Type - Degrees/Program page.

Degree Honors page The Degree Honors page reflects degree honors awarded to the student with the specified degree. Note: Changes to this page do not post to a student's record. User must post honors to the student's record by running the posting process using the Academic Standing/Honors and Awards page. When user runs the process they can select the Calculate Honors & Awards check box to calculate honors and awards.

The following table describes the fields on the Degree Honors page of the Student Degrees component. Field Honors Number Honors Code

Award Date Print on Diploma Print on Transcript

Field Description The system generates the honors number and uses this value for sequencing honors on the transcript. If available, this value appears by default from the Student Degrees page. Add rows to select additional honors for the degree. Honors values are defined on the Degree Honors Table page. This value appears by default from the Confer Date field on the Degree page. Select the Print on Diploma options to have the Honors display on the diploma. Select the Print on Transcript option to have the Honors display on the transcript.

Degree Plan page Use the Degree Plan page to view information regarding the plan(s) for which a degree is posted.

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SR Reference Guide Note: The best practice for updating academic plan information is to do so using the Student Program/Plan component.

The following table describes the fields on the Degree Plan page of the Student Degrees component. Field Student Degree Nbr (Number) Plan Seq (Sequence) Career

Career Nbr (Number)

Acad Plan (Academic Plan)

Degree Stat (Status) Degree Dt (Date) Plan Type

Field Description The system generates the degree number, which is unique for each degree assigned to a student This value defines the primacy of the plan within the program. The academic levels of course work, such as graduate, undergraduate, professional, law. This value defaults from the Student Program/Plan component and can be modified. The career number identifies the specific academic program for which the student is awarded the degree. This value defaults from the Student Program/Plan component and can be modified. The student’s major (or minor) area of concentration within an academic program, for which the degree is awarded. This value defaults from the Student Program/Plan component and can be modified Degree Status of “Awarded” appears by default from the Student Degrees page of the Student Program/Plan component. The value “Revoked” can be selected. The system displays the date of the “Completion of Program” row on the Student Program/Plan component. The plan type will be Major or Minor. Last Updated: October 30, 2013| Page: 898

SR Reference Guide Honors Detail group Field Override Honors Prefix Honors Suffix Plan GPA Plan Rank/Of

Field Description Select the Override option to revise the Transcript and/or the Diploma Description. The system defaults the Honors Prefix from the Degree Table panel if values were entered. User may override the value Select the Override option to revise the Transcript and/or the Diploma Description. If desired, enter the Plan (Major/Minor) GPA If desired, enter the Plan Rank and Size.

Plan GPA group: Currently not in use at CUNY Degree Sub-plan page Use the Degree Sub-Plan page to view information regarding the sub-plan(s) for which a degree is posted.

The following table describes the fields on the Degree Sub-Plan page of the Student Degrees component. Field Academic Sub-Plan Sub-Plan Seq (Sequence) Override Transcript Description Diploma Description Honors Prefix Honors Suffix

Field Description The academic sub-plan associated with the plan degree. The sequence number for the sub-plan. This value defines the primacy of the subplan within the plan. Select the Override option to revise the Transcript and/or the Diploma Description. The sub-plan transcript description appears on transcripts The sub-plan transcript description appears on Diploma Specify an honors prefix for this sub plan degree, if any. Specify an honors prefix for this sub-plan degree, if any.

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Topic 4:

Graduation Processing & Reporting (Batch Process)

Student applications are received and reviewed. Once evaluated by faculty and certified by the Registrar’s Office, degree candidates are printed on commencement literature and distributed to the appropriate departments. The Graduation Report component is used to create the list of degree candidates. The Graduation Report process can be found by navigating to: Records and Enrollment > Graduation > Graduation Report

Step Summary 1. 2. 3. 4. 5.

6. 7. 8. 9.

Navigate to the Graduation Report page Input a Run Control ID and click the Add button or use established value Confirm Select Population checkbox is checked by default Input the Selection Criteria: Academic Institution (required) a. Academic Career b. Degree Checkout Status – “pending” c. Academic Program 1 d. Expected Graduation Term Run the Graduation Report Process with the Process Scheduler When process is complete, click the Selection Results tab Click the Fetch button Retrieve the results of the population a. Add, delete and edit the degree GPA and honors for each student using the following fields : b. Add Students (link) c. Degree GPA d. Degree Honors 1 e. Use the Degree Change Audit component to search database for more information

Detailed Information Graduation Reporting – Find an Existing Value page Once the user navigates to the Graduation Report page, use the Find and Existing Value page to locate a Run Control ID or Add a New Value page to add a Run Control ID.

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SR Reference Guide Graduation Report page

Field Select Population

Field Description The first step to using the Graduation Reporting component is entering selection criteria and fetching a student population. Select this check box to enable the fields that define student population in the Selection Criteria group box. After entering all of the parameters, click the Run button to run the Graduation Reporting process. View student population on the Selection Results page, where user can add or delete students Note: The process does not select students with a current program action of Admission Revocation, Defer Enrollment, Discontinuation, Suspension, or Administrative Withdrawal.

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Field Update Program and Degrees

Create Transcript Request Generate Report Academic Institution Academic Career Degree Checkout Status

Academic Program 1 (optional) Academic Program 2 (optional) Academic Program 3 (optional) Expected Graduation Term (optional) New Degree Checkout Status Completion Term Transcript Request Nbr (Number) Flexible Transcript Transcript Type

SR Reference Guide Field Description • Once user enters their selection criteria and fetch the population, they can select this check box to enable the fields in the Program/Degrees Update Options group box and enter updated data. • Once user specify update data, they should click the Run button to run the Graduation Reporting process to update program and degree information for the students in the population. Specifically, this process updates for all students in population the student career term records with the values from: • The Program and Degree Update Options group box on this page. • The Degree GPA and Degree Honors fields on the Selection Results page. The process is begun to create a request. Click the Run button to generate the grade roster(s) for printing. A specific college within CUNY, identified by an alphanumeric code Academic level of course work, such as graduate, undergraduate, or professional. Enter or select the academic career for which the grade lapse process is to be run. Status of a student’s degree request. Although this field can be updated here, the best practice is to update a student’s degree checkout status on the Student Degrees page of the Student Program Plan component. The degree program in which a student is active. If necessary, enter or select the academic program for which the grade lapse process is to be run. Not used by CUNY at this time. Not used by CUNY at this time. The term in which the student is expected to graduate from the specified academic program as calculated by the system. Status of an updated student’s degree request. Not used by CUNY at this time. A sequential number that indicates how many requests have been made for a transcript.

The value selected determines the types of transcript that will include the data regarding the honor or award. Values are hierarchal. Whichever transcript level is selected, data will appear on that transcript type as well as any type that is lower in the hierarchy, which is as follows: Official, Unofficial, Stdnt Life (Student Life), Degr Prog (Degree Progress). The remaining value "Not Print" causes the data to appear on none of the transcript types.

Selection Results page Use the Fetch button to find the selected population. Use the Add Students link to add a new student on a new row. Enter Degree GPA and Degree Honors 1 and 2 for each student. Run the Graduation Report with the Process Scheduler.

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Chapter 3 – Academic Data Reporting The Consolidated Academic Statistics process combines all of a student’s valid academic statistics into one consolidated record. This process is used to send data to National Student Clearinghouse (NSC). NSC, a non-profit organization, is used by parties for student degree and enrollment verification. CUNYfirst reports certain data to NSC, periodically, in order for other institutions and appropriate parties to verify student enrollment, degree and status information of students and past students. Statistics period types are used to facilitate this process. Statistics period types are descriptors of an academic statistics period, helping to identify the type of reporting requirement that relates to an academic statistics period. For example, the user might define the statistics period type IP for IPEDS reporting, N for NSC reporting and SR for the Student Record Census report. The user can later attach statistics period types to academic statistics periods on the Academic Statistics Period page. There are three navigation paths that at which the user must perform the required steps. See the Appendix for a Flow Chart of Consolidated Statistics Processes. The Consolidated Academic Statistics process consists of three procedures which are performed in the following order: 1. Define Statistics Type - The Statistics Type setup is not institution-specific. It will be maintained by the University Registrar. 2. Define Statistics Period 3. Process Consolidate Statistics

Chapter Objectives Upon completion of this chapter, the learner will be able to: • •

send consolidated academic statistics to National Student Clearinghouse review a student’s Academic Status, Term Statistics, External Study Programs and Demographic Data

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Topic 1:

Define Statistics Type

Statistics period types are descriptors of an academic statistics period, helping to identify the type of reporting requirement that relates to a particular academic statistics period. The Statistics Type should not need to be changed as it is configured per campus by default. Note: The Statistics Type setup is not institution-specific. It will be maintained by the University Registrar. The Consolidated Academic Statistics process begins by navigating to: Records and Enrollment > Enrollment Reporting > Consolidated Statistics > Define Statistics Type

Step Summary To Define Statistics Type: 1. 2. 3. 4. 5. 6.

Navigate to the Define Statistics Type component Enter a Statistics Period Type and Search or Add a New Value Enter Description Enforce FA Eligibility should be checked by default Add Academic Program Status values as needed Click the Save button

Detailed Information Define Statistics Type Search page

Academic Statistics Type page Enter a Description for the period being defined. Make sure the checkbox for Enforce FA Eligibility is checked. Add Academic Program Status values as needed. These values should include the period of time for which the user is endeavoring to capture statistics.

Note: 2 statistics type have been created for CUNY to use: • E : (NSC Enrollment Data) • G : (NSC Graduation Data)

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Field Statistics Period Type Effective Date Status Description Academic Program Status Short Description (optional)

Field Description Descriptors of an academic statistics period, helping to identify the type of reporting requirement that relates to an academic statistics period Date the information first became (or will become) applicable Dropdown menu which display whether or not the Statistics Period Type is Active or Inactive Displays a name which describes the Statistics Period Type Add a new row for each Academic Program Status to be included in the Academic Statistics process Displays a short name which describes the Statistics Period Type

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Field Enforce FA Eligibility (optional)

IPEDS Report (optional)

NSC Report

Academic Program Status

Include if term Activate

Exclude Withdrawal Grades

SR Reference Guide Field Description Select to have the Consolidated Academic Statistics process use the value of the Financial Aid Eligible check box, on the Academic Program page, for this statistics period type OR Clear this check box to have the Consolidated Academic Statistics process disregard the value of the Financial Aid Eligible check box, on the Academic Program page, for this statistics period type; will retrieve all students that meet its processing parameters, regardless of the financial aid eligibility of the student’s academic program, for example, user would clear this check box for any statistics period type in which user needs to report statistics for all students regardless of their financial aid eligibility, such as with the NSC Extract report or the IPEDS report IPEDS: Integrated Postsecondary Education Data System Select to identify an Academic Statistics Type as being used for IPEDS reporting purposes. When attached to an Academic Statistics Period, an “IPEDS Report” statistics type identifies the statistics period as an IPEDS reporting period, which enables the Consolidate Academic Statistics process to report a student’s ethnicity according to the IPEDS reporting requirements. Select to identify the statistics type as one that will be used for NSC Reporting. When user selects the check box, the Exclude Withdrawal Grades grid becomes available. Select the students’ academic program status for the Consolidate Academic Statistics process to consider and include in its results. For an academic statistics period to which this statistics period type is attached, the Consolidate Academic Statistics process will include in its results only the students with the academic program statuses specified here. Thus, user can define various statistics period types for different reporting needs. For example, user can define a statistics period type for NSC reporting that includes all of the academic program statuses that their institution is required to report to the NSC. This check box is available for all Academic Program Status values other than Active in Program and Completed Program (because the Consolidate Academic Statistics process always selects these values). When the check box is selected, the process includes students with a non-active status, if they are term activated in the reporting term. For example, user selects the Include if Term Activated check box for the program status of Leave of Absence for a particular statistics period type. User then runs the process for a statistics period, with the updated statistics period type, and a date of 09/15/2007. The reporting term is Fall 2007(8/30/2007 – 12/12/2007). A student has a program status of Leave of Absence, with an effective dated row of 07/15/2007 – the student’s program is therefore not active at the begin date of the reporting term. However, if the student is term activated for Fall 2007, the Consolidate Academic Statistics process includes this student’s record. Use this grid to identify the grades that are to be excluded when calculating academic load for a statistics period with this statistics type. When a grade is listed in the Grade Input field, the Consolidated Statistics process excludes the units associated with any student enrollment record that includes that grade. Using the page example above, if a student has a total of 12 units for a statistics period, and 3 of those units are graded with a WU, the process uses only the remaining 9 units to calculate the student’s academic load.

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Topic 2:

Define Statistics Period

The Academic Statistics Period is simply a run control id used to identify the data for this run of the Consolidated Academic Statistics process. For each period of time the user submits a NSLC report, there should be a new Academic Statistics Period that is defined which reflects that time period. For example, user should use a consistent scheme such as the term code, underscore, then BOT (if beginning of term submission), MOT (if middle of term submission), or EOT (if running the end of term submission). The Consolidated Academy Statistics process continues by navigating to: Records and Enrollment > Enrollment Reporting > Consolidated Statistics > Define Statistics Period

Step Summary To Define Statistics Period: 1. Navigate to the Define Statistics Period component 2. Enter search criteria and Search or Add a New Value 3. Enter values for the following fields, as needed: a. Description b. Short Description (optional) c. Statistics Period Type d. Academic Load Rule e. Consolidation Trigger : For every consecutive run for the term make sure the “Consolidation trigger” field is set to “Consolidation Date” f. As of Date (optional) 4. Click the Save button

Detailed Information After navigating to the Define Statistics Period component, the Search page is shown.

Use the established Run Control ID (or Add a New Value) and click the Search button. Once the user has selected the blue link for the desired Run Control ID, the Define Statistics Period component is shown. Define Statistics Period page Note: Create a new value every time user needs to run the file for NSC. • Create a Statistics Period that reflects the time period. • Term Code Suggestion: Use consistent scheme like: o Term Code Underscore BOT (Beginning of Term), MOT (in middle of term submission), EOT (if running the End of Term submission)  For example : 1119_BOT or 1119_MOT • Consolidation Trigger should always be Consolidation Date

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SR Reference Guide

• •

As of date: should be the run date Snapshot Date: should be the run date

Field Academic Statistics Period Description Statistics Period Type Academic Load Rule

Consolidation Trigger

Field Description User defined period of time that is designated for the Consolidated Academic Statistics process that limits how it should function Displays a name which describes the Statistics Period Type Descriptors of an academic statistics period, helping to identify the type of reporting requirement that relates to an academic statistics period Dropdown menu used to select the academic load rule for the system to use when consolidating academic statistics; the process uses the selection to calculate each student's academic load: full-time, half-time, part-time; values include: Term Load Rule Applies: uses the load rules as defined by each campus Contiguous Terms: consecutive terms in which the user combines the academic load information; Consolidated Academic Statistics process uses the defined contiguous-term academic load rules from the Statistics Period Load page to calculate a student’s academic load, NSC academic load, and financial aid load; the process is able to accurately reflect each student’s academic load for the combined terms Dropdown menu used to select the date (snapshot date) that the process uses to locate the valid academic career and term combinations for this academic statistics period; values include: •

As of Date Short Description (optional) Academic Career (optional) Term (optional)

As of Date: Select to have the Consolidated Academic Statistics process base the snapshot date on the date in the As of Date field. • As of Today: Select to have the Consolidated Academic Statistics process base the snapshot date on the current system date when user runs the process. • Consolidation Date: Select to have the Consolidated Academic Statistics process base the consolidation date on the date in the As of Date field. CUNY Value Must be set to a date that is within the term dates Displays a short name which describes the Statistics Period Type The academic level of course work, such as graduate, undergraduate, professional, etc. A period of time within a given year (Spring, Summer, Fall) identified by a numeric code and consisting of sessions in which classes are scheduled at a specific institution (college). Last Updated: October 30, 2013| Page: 909

Field Snapshot Date

SR Reference Guide Field Description Select the date that the Take Recurring Term Snapshot process should be run for this academic career and term combination. For the process to consider this academic career and term combination valid, the term must be in progress as of the specified date.

Similar to other report running processes (See Report Running Appendix), Define Statistics Period works by utilizing the Process Monitor. Before this series of steps is executed, the user must first enter information into the following required fields: 1. 2. 3. 4. 5.

Description Short Description (optional) Statistics Period Type Academic Load Rule Consolidation Trigger : For every consecutive run for the term make sure the “Consolidation trigger” field is set to “As of Today” 6. As of Date (optional)

Once the information has been entered, the user clicks the Run button.

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SR Reference Guide

Topic 3:

Process Consolidated Statistics

The Consolidated Statistics process retrieves a variety of student data and populates two tables called STDNT_CARTRM_PD and STDNT_CONS_STAT. The NSC Report process draws data from the STDNT_CONS_STAT table and produces the NSC Report in a format that can be sent to the clearinghouse office Note: After the Consolidated Statistics process is run, the results can be reviewed and adjusted for an individual student if needed, before they actually generate the NSC Report. The Consolidated Academic Statistics process continues by navigating to: Records and Enrollment > Enrollment Reporting > Consolidated Statistics > Process Consolidate Statistics

Step Summary 1. Navigate to the Process Consolidate Statistics component 2. Enter search criteria and Search or Add a New Value 3. Enter information, as needed: a. Academic Institution b. Academic Statistics Period c. Prev Stats NSC i. For Enrollment files: Prev Stats NSC should be blank for the Beginning of the Term file. ii. For Graduation files: Prev Stats NSC should be blank. d. Consolidation Mode e. Commit Frequency 4. Click the Save button

Detailed Information After navigating to the Process Consolidate Statistics component, the Search page is shown.

Use the established Run Control ID (or Add a New Value) and click the Search button. Once the user has selected the blue link for the desired Run Control ID, the Process Consolidated Statistics component is shown.

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SR Reference Guide Consolidated Statistics page

NOTE: Click the Run button to schedule the process and execute them in following order: 1. SRPCCONA 2. SRPCCONP 3. SRPCCONU

SRPCCONA

Select SRPCCONA : Take Term Staticstics Snapshot Click OK button to schedule the process and use the Process Monitor to view the status of the process. Once the Run Status for SRPCCONA is success, user is ready to schedule the next process.

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SRPCCONP Click “Go back to Consolidated Statistics” link to return to previous page and click Run to schedule the next process.

Click OK button to schedule the SRPCCONP : Consolidate Acad Statistics Snapshot process and use the Process Monitor to view the status of the process. Once the Run Status for SRPCCONP is success, user is ready to schedule the next process. SRPCCONU Click “Go back to Consolidated Statistics” link to return to previous page and click Run to schedule the next process.

Click OK button to schedule the SRPCCONU : Recuring Term Snapshot process and use the Process Monitor to view the status of the process. Once the Run Status for SRPCCONU is success, user is ready to schedule the next process.

Field Academic Institution Academic Statistics Period Consolidation Mode

Field Description A specific college within CUNY, identified by an alphanumeric code User defined period of time that is designated for the Consolidated Academic Statistics process that limits how it should function Dropdown menu that indicates how the process writes results to the applicable table; values include: Insert: the Take Term Statistics Snapshot process and the Recurring Term Snapshot process only insert new rows into the temporary holding table and leave the rows untouched in the table where students already have data for the academic career, term and snapshot date combination Overwrite: the Take Term Statistics Snapshot process and the Recurring Term Snapshot process deletes all existing rows from the temporary holding table where students already have data for the academic career, term and snapshot date combination, and then inserts new rows into the table for students that have data for the academic career, term and snapshot date combination Last Updated: October 30, 2013| Page: 913

Field Commit Frequency Prev Stats NSC (optional)

SR Reference Guide Field Description CUNYfirst sets the commit frequency to 1 Academic statistics period used as the source for the previous NSC Extract report that was submitted to the NSC within the current reporting period

For further information on running a process, see the Appendix.

NSC Reporting The Consolidate Academic Statistics process combines all of a student’s valid academic statistics into one consolidated record. Note: • • • • •

Use Graduate Level Indicator should be checked for senior colleges (that have Graduate career). Branch Code and FICE Code is auto-populated once Academic Institution is set. Report Type: Always use Standard Report Address Usage: Always use MPB. Output File: This is the file path (Once this process is run, follow proper steps to retrieve and submit the file to NSC from tubmleweed)

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Topic 4:

View a Student's Consolidated Academic Statistics

Review a Student's Academic Status, Term Statistics, External Study Programs and Demographic Data. View the Consolidated Statistics information from STDNT_CONS_STAT for any particular student, for a particular Academic Statistics Period. Note that the Consolidated Stats table contains a great deal more information than is actually used for the NSLC report. Note: • •

If user updated the stats for a student by selecting the Override box next to NSC Academic Load, then if they wish they can override the load that will be reported on the NSLC report for this particular student. User would then need to rerun the NSLC report to display the overridden Load value.

The NSC Report process can be found by navigating to: Records and Enrollment > Enrollment Reporting > NSC Report

Step Summary To Review a Student's Academic Status, Term Statistics, External Study Programs and Demographic Data: 1. Navigate to the Mass Consolidated Statistics component 2. Enter values for the following fields, as needed: a. Academic Institution b. Academic Statistics Period c. Description 3. Click the Search button

Detailed Information Mass Consolidated Statistics Search page

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SR Reference Guide Mass Consolidated Statistics page

Field ID (optional)

Academic Career (optional) Academic Program (optional) Form of Study (optional) Program Status (optional)

Withdrawal/Cancel (optional) Academic Load (optional) NSC Academic Load (optional) Academic Level (optional) IPEDS Academic Level (optional)

Field Description A system-generated number assigned to a student at the time his or her personal data was first entered in the system. As needed, select the CUNY ID number of the student for whom statistics are being consolidated. As needed, select the academic level of course work, such as graduate, undergraduate, professional, etc. of statistics to be consolidated. As needed, select the degree program such as Undergraduate, Graduate of students of statistics to be consolidated. As needed, select one of these values, Abroad, Candidacy, Attached, and Enrollment of statistics to be consolidated. As needed, select the Program Status (Active, Admitted, Applicant, Cancelled, Completed, Deceased, Discontinued, Dismissed, LOA, Pre-matric, Suspended, Waitlisted) of statistics to be consolidated. As needed, select either the value Cancelled or Withdrew of statistics to be consolidated. As needed, select one of these values, ¾ Time, Full-Time, Half-Time, Less ½, No Units, Part-Time of statistics to be consolidated. As needed, select one of these values, Full-Time, Half-Time, or Less ½ of statistics to be consolidated. As needed, select the academic level (e.g. Lower FR, Upper JR) of statistics to be consolidated. As needed, select the IPEDS academic level (e.g. Junior, Graduate) of statistics to be consolidated.

Multiple Academic Career (optional)

As needed, select to have the system retrieve only those students who have multiple academic careers of statistics to be consolidated.

Excluded Eligible Term Warn (optional)

As needed, select to have the system retrieve only those students who have been excluded from financial aid eligibility due to an insufficient number of units. Add a row Delete a row

Button Button

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SR Reference Guide Academic Information

Overrides

Field Override Form of Study Override All Academic Levels Override Academic Load Override Total Cumulative Unit

Override GPA Override Cum GPA Override Units for Progress

Field Description Check this checkbox to exclude a form of study (Abroad, Candidacy, Attached, or Enrollment) from the calculations. Check this checkbox to exclude all or an academic level (e.g. Lower FR, Upper JR) from the calculations. Check this checkbox to exclude an academic load, such as ¾ Time, Full-Time, HalfTime, Less ½, No Units, Part-Time from the calculations. Check this checkbox to exclude the total cumulative units as found on the student’s career term record including transfer, other and test score credit from the calculations. Check this checkbox to exclude the grade point average from the calculations. Check this checkbox to exclude the cumulative grade point average from the calculations. Check this checkbox to exclude the units for which the student is enrolled and the grade has not yet been posted from the calculations.

Level of Study

Field Form of Study Form of Study Calculated Academic Level Translate Short Name Calculated Academic Level IPEDS Academic Level

Field Description The form of study selected on the Mass Consolidated Statistics page displays. Select from the dropdown menu the form of study (Abroad, Candidacy, Attached, or Enrollment) to be excluded from the consolidated statistics. Select the specific academic level such as graduate, undergraduate, professional, etc. to be excluded from the consolidated statistics. The abbreviated description of the selected specific academic level displays. The recalculated CUNY academic level displays. Select the specific IPEDS academic level (e.g. Junior, Graduate) to be excluded from the consolidated statistics. Last Updated: October 30, 2013| Page: 917

SR Reference Guide Field Calculated IPEDS Academic Level

Field Description The recalculated IPEDS academic level displays.

Academic Load

Field Academic Load Academic Load Calculated NSC Academic Load

Field Description As needed, select one of these values, ¾ Time, Full-Time, Half-Time, Less ½, No Units, Part-Time to be excluded from the consolidated statistics. Calculated from units in progress using the CUNY Academic Load rules. As needed, select one of these values, Full-Time, Half-Time, Less ½ to be excluded from the consolidated statistics.

Units and Grade Point Average

Field Total Cumulative Units

Current GPA GPA Calculated

Cumulative GPA Cumulative GPA Calculated

Units Taken for Progress Calculated Progress Units

Field Description Found on the student’s career term record, total cumulative units include a student’s all transfer credit, other credit, and test score credit. Enter the number of total cumulative units to be used as the basis of the student’s consolidated statistics. The recalculated total cumulative units display. Student's career grade points divided by graded units for current term. Enter the current grade point average to be used as the basis of the student’s consolidated statistics. The recalculated grade point average for current term displays. Student’s career grade points divided by graded units for entire academic career. Enter the cumulative grade point average to be used as the basis of the student’s consolidated statistics. The recalculated cumulative grade point average displays. The student’s in progress units for the specified session displays. Enter the units taken for progress to be used as the basis of the student’s consolidated statistics.

Degree Details

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Field Degree Completion Term Expected Graduation Term

SR Reference Guide Field Description The degree program (i.e. Bachelors, Master) in which the student/s is expected to graduate displays. The term that the degree requirements were met. The system displays the completion term once graduation process is complete. The term in which the student is expected to graduate from the specified academic program as calculated by the system.

Withdrawal Detail

Field Withdrawal \ Cancel Withdrawal \ Cancel Reason Withdrawal \ Cancel Date Last Date of Attendance

Field Description Terms or sessions for which the student withdrew or cancelled all of their class enrollments display. The corresponding reason for a term or session withdrawal or cancellation of all class enrollments display. The date that the Student Records Term Withdrawal process used as the action date for the withdrawal or cancellation. The system by default sets the last date of attendance to the withdrawal/cancel date on record. The date may have been overridden at the time of withdrawal or cancellation.

Detail 1

Field Campus

Field Description Typically, the CUNY Campus field of Main displays; however, some institutions may choose to identify other campus locations.

Multiple Academic Career

Select to have the system retrieve only those students who have multiple academic careers to be consolidated. Non-academic participation in college or school based activities or organizations. Not used by CUNY at this time. May be available for use in the future; this function would enable association of individual students who, for example, are pursuing a unique program concurrently. The student’s ethnic group displays. Values for the default Regulatory Region of ‘USA’ are stored on the Ethnic Groups page. These values are shared between HR and CS. They are configured and maintained by HR. The age range to which the student belongs displays.

Extracurricular Activity Athletic Aid Primary Student Cohort Ethnic Group

Age Category

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SR Reference Guide Detail 2

Field Enrollment Status Change Term Type Academic Plan Academic Sub-Plan Consolidated Status

Field Description The date on which the group or student’s enrollment was modified. Term Type value (i.e.: Quarter, Semester, etc.), to be used for consolidation of statistics process. The group or student's degree major and/or minor displays. The group or student’s specialization/concentration of study displays. Not used by CUNY at this time.

Student Consolidated Stats Search page

Field ID Campus ID National ID Last Name First Name

Field Description A system-generated number assigned to a student at the time his or her personal data was first entered in the system. Not used by CUNY at this time. Social security number. In CUNYfirst, this number is usually masked to the last 4 digits except for those with a genuine need for this security access. Last name of the student. First name of the student.

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SR Reference Guide Basic Data

Field Academic Institution Academic Statistics Period Academic Career Term

Academic Program Academic Plan Academic Sub-Plan Level Determination

Academic Year Load Determination

Billing Career

Academic Program Status

Field Description The specific college or school within the CUNY system. The time span during which the system will display the student’s academic statistics. The academic level of course work, such as graduate, undergraduate, professional, etc. with which students and courses are associated. Time period (Fall, Spring, Summer, etc.) of a given year, associated with a specific Academic Institution and containing one or more Session in which classes are scheduled. The degree program in which a student is active. The group or student's degree major or minor displays. The group or student’s specialization/concentration of study displays. By default, the system displays the level determination value from the Level/Load Rules Table component, based on the level load rule that is attached to the student's primary academic program for the current career and term row. Each term must be associated with an academic year. For example, 2010 indicates that the term belongs to the 2009-2010 academic year. By default, the system displays the load determination value from the Level/Load Rules Table component, based on the level load rule that is attached to the student's primary academic program for the current career and term row. The system, by default, sets the student’s billing career to the academic career in the student’s career term record. The tuition calculation process uses the student’s billing career to calculate the student’s tuition. If the student is active in more than one academic career in the same term, user may want to consolidate tuition calculation and billing under a single academic career. If so, then point the billing career for all of the student’s career term records to the same academic career. Add a new row for each Academic Program Status to be included in the Academic Statistics process.

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SR Reference Guide Statistics

Field Academic Level – Term Start In Progress Taken Passed Towards GPA No GPA Audit For Progress Term Total Towards GPA No GPA Units Only TC Units Adjust

Field Description Student’s academic level at term start as found on the student’s career term record. Units for which student is enrolled and grade not yet posted. Value derived from the minimum units value on the Class Associations page in the Schedule of Classes (except for those classes defined as variable unit classes). Courses that are not graded and have been completed successfully. Number of units taken included in the grade point average calculation. Number of units taken excluded from the grade point average calculation. Units taken by the student that is not included in calculating academic progress or academic level. Units taken by the student that is included in calculating academic progress or academic level. Total number of units taken with or without counting towards the grade point average and including audit courses.in a specific term. Number of units taken included in the grade point average calculation. Number of units taken excluded from the grade point average calculation. Number of units taken for credit. Adjusted number of transfer course credits. Last Updated: October 30, 2013| Page: 922

Field Course Credit Test Credit Other Credit Grade Points Total Units Towards GPA Current GPA

SR Reference Guide Field Description Credits transferred from either other CUNY Academic Institutions –or – Institutions outside CUNY (External sources). Test credit awards “course” credit to a student for a test score achieved within a specified range. Listed here are exemptions, Life Time Achievement and exceptions that have been evaluated as contributing towards the degree requirements. The product of the student’s grades and the total graded units. Number of units taken included in the grade point average calculation. The grade point average for the last completed term.

Withdrawal/External Study

Field Override Withdrawal Schedule Pro-Rata Eligible

External Org ID Country Study Agreement Start Date End Date

Field Description Values specifically for refund calculations defined by Student Financials. Select checkbox to enable a pro-rata refund when the student is attending a CUNY academic institution for the first time and withdrew on or before the 60 percent point in time. The student will not be considered for such a refund if the checkbox is not checked. Number assigned to represent an external educational organization. The nation in which the external study was done. The terms between CUNY and the external educational organization for Study Abroad. The beginning date of the Study Abroad program. The end date of the Study Abroad program

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SR Reference Guide Demographics/Last Action

Field Age Category Ethnic Group

Primary Student Cohort Status

Field Description The age range to which the group or student displays. The student’s ethnic group displays. Values for the default Regulatory Region of ‘USA’ are stored on the Ethnic Groups page. These values are shared between HR and CS. They are configured and maintained by HR. Association of individual students who, for example, are pursuing a unique program concurrently. The event or item that was completed most recently since the cumulative statistic process was run.

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Appendix

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Student Records

Reference Guide

Set Up SACR > User Defaults User defaults can speed data entry by pre-filling fields or values. Setting up User Defaults enables CUNYfirst to automatically enter specific values in a range of fields. The user defaults that you set can be overridden at any time. User defaults can save time and minimize data entry errors; however, user defaults are entirely optional. Users should review the defaults periodically (beginning of each tem) to determine if changes are required (such as term default). This topic will explain what each default will do and allow the user to decide if and when they should use the defaults. Defaults can only be chosen if security has been granted. There are times when setting defaults could be problematic such as setting the Campus default and then attempting to search for courses in the catalog. Unless user clear this field each time they search, they will get no results. This is due to the fact that Campus is not populated at the Course Catalog level, only the schedule level. However, by setting the Campus default, the Campus will populate on the Schedule of Classes searches, where Campus is a required field. Note: • •

User must have security to access the User Default pages. This topic only describes the recommended value for each tab.

The User Defaults component can be found by navigating to Set Up SACR > User Defaults

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User Defaults 1: Student Records Set defaults for the Academic Institution field, Term field, Career field, and Academic Program field

•

Academic Institution should be set to user institution. e.g. LEH01 for Lehman BCC01 for Bronx Community College.

•

Career Group SetID should be set to user institution. This allows the user to see all careers in their institution that security allows. e.g. LEH01 for Lehman BCC01 for Bronx Community College.

•

Facility Group SetID should be set to user institution. This allows the user to see all facilities in their institution that security allows. e.g. LEH01 for Lehman BCC01 for Bronx Community College.

•

For Academic Career, choose the Career that matches the majority of students for whom user enters data e.g. GRAD (graduate), UGRD (undergraduate) or LAW (law students). If left blank, there will be no default and the Career must be keyed in each time.

•

For Academic Group, choose the Academic School/Division that matches the majority of classes or courses user views or enters. If most of their work is done entering student data, for example majors or minors, they should set their Academic Group default to “UGRD” If left blank, there will be no default and the Academic Group must be keyed in each time.

•

For Subject Area, choose the Subject Area that matches the majority of classes or courses user is viewing or entering. If left blank, there will be no default and the Subject must be keyed in each time.

•

For Term, choose the appropriate Term for the work user are doing. Remember that this can be changed at any time or as needed for different business processes. If left blank, there will be no default and the Term must be keyed in each time. o Note: If user wishes to enter default value for the Term, they must first default the Academic Career.

•

For Academic Program, choose the appropriate Academic Program that matches the majority of students that the user enters e.g. UGRD (undergraduate), NDEGG (non-degree), or GRAD (graduate). If left blank, there will be no default and the Program must be keyed in each time.

•

For Academic Plan, choose the appropriate Academic Plan (i.e. major, minor or cert endorsement) that matches the majority of students that user enter. If left blank, there will be no default and the Plan must be keyed in each time.

•

For Academic Sub-Plan, choose the appropriate Sub-plan (specialization) that matches the majority of students that user enter. It must be a specialization for the Plan they entered above. If left blank, there will be no default and the Sub-Plan must be keyed in each time.

•

When finished setting defaults, click the

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SR Reference Guide defaults pages.

User Defaults 2: Financial and Admissions Set defaults for the setID field, Aid Year field, Application Center field, and Cashier’s Office field.

•

SetID should be set to user institution.

•

Aid Year is used only by those who have access to Financial Aid data.

•

Business Unit should be set to user institution. This refers to student account data.

•

Application Center is used only by those who have access to update Admissions data. UGRD for manual admits, and LAW can select the LAW value

•

Admit Type is used only by those who have access to update Admissions data. Select the type of student, user frequently processes. (E.g. 2 for freshman, 3 for Transfers).

•

For Campus, choose the ‘MAIN’ If left blank, there will be no default and the Campus must be keyed in each time. The Campus, as chosen here, will default in on the Schedule of Classes search pages, where Campus is a required field.

•

Institution Set should be set to user institution.

•

When finished setting defaults, click the defaults pages.

button to save them. Doing so will save all defaults set on all

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SR Reference Guide

User Defaults 3: Admissions Set defaults for admissions application data.

•

Select an Academic level for the applicant, such as freshman, Junior, or Not Set.

•

Application Method is the medium by which the institution received the student’s application, such as Diskette, Hard Copy, or Web Appl (web application).

External Academic Data Defaults: •

Transcript Type should be set to Official

•

Transcript Rcvd Data Source should be the source used to receive academic transcript (School, UAPC)

•

Transcript Rcvd Medium should indicate the medium by which the transcript is received at the institution (EDI or Hard Copy)

•

When finished setting defaults, click the defaults pages.

button to save them. Doing so will save all defaults set on all

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SR Reference Guide

User Defaults 4: Carry ID, Transcript, and SEVIS. Set defaults for printing transcripts, including transcript output destination and transcript type, SEVIS processing, and award-notification printing.

•

The checkbox will default to being checked. This will allow the student’s ID to carry over to different search pages in most situations. If user selects the Carry ID option, they do not have to repeatedly enter or select the ID when they modify or review data for a student.

•

Flexible Transcript Type will default to UNOFF (Unofficial) and can be changed to the Transcript Type most frequently printed and has been given access to.

•

When finished setting defaults, click the defaults pages.

button to save them. Doing so will save all defaults set on all

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SR Reference Guide

Transcript Type Matrix Transcript Type OFFIC OFFLW

Description Official Transcript

ADVMT

Advisor Unofficial Copy

STDNT

Student Unofficial Transcript

REG1

Registrar Internal Only

REG2

XFERI

Registrar Internal Only

Transfer What If

Description (long) printed on paper with college seal and sent to third party institutions

Requester Student

Request Via In-person or by mail (at Registrar)

Operator Registrar

Operator Method Request Transcript Report

Transcript Level Official

Print Order Career

Batch Transcript Process

Credentials, Inc. website

used by Advisor to see the student’s record unofficial transcript used by the student for their own records

Advisor

Student SelfService hyperlink to Credentials, Inc. (CUNYfirst) CUNYfirst

Student

CUNYfirst

Student

Self Service

Official

Career

prints in chronological order

Registrar

CUNYfirst

Registrar

Request Transcript Report

Unofficial

Chronological

Unofficial

Career

Degree Progress

Career

prints in order by Career

incoming course and internal equivalent is printed in the transcript header

Registrar

Registrar Admissions

CUNYfirst

CUNYfirst

Request sent from Credentials, Inc.

Advisor

Self Service

Degree Progress

Career

Registrar

Registrar Admissions

Batch Transcript Process Request Transcript Report Batch Transcript Process Request Transcript Report Batch Transcript Process

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Student Records

Reference Guide

Flow Chart of Consolidated Statistics Processes The following diagram illustrates when to run the Consolidated Academic Statistics process (SRPCCONP) and the Take Term Statistics Snapshot process (SRPCCONA) and, once initiated, how these processes function.

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Student Records

Reference Guide

CUNYfirst Icons Add a Row

Positive Service Indicator

Class Roster

Refresh Page

Closed

Select Date

Collapse Section

Show Next Row

Deadlines

Show Previous Row

Delete

Success

Delete Row

Test or Transfer Course

Download to Excel

View All Columns

Dropped

Show Previous Tabs

Error

Select Date

Expand Section

Show following Tabs

FERPA Go Grade Roster In Progress Course Look up or Search In Residency Course Negative Service Indicator Open

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SR Reference Guide

Advanced Search Option Summary Table Search Option (meaning)

Input Value

Possible Output Values

begins with (“begins with”)

“Smith”

“Smith, Smithee, Smithwick”

contains (“contains”)

“Smith”

“Goldsmith, Smith, Smithee, Smithwick”

= (“equals”)

“Smith”

“Smith”

not = (“is not equal to”)

“Smith”

All possible values excluding “Smith”

< (“is less than”, “comes before”)

“Smith”

“Albert, Cashew, Jones, Goldsmith, Nordstrom, Rainier”

(“is greater than”, “comes after”)

“Smith”

“Smithee, Smithwick, Turner, Urtz, Walters, White, Young”

>= (‘is greater than or equal to”)

“Smith”

“Smith, Smithee, Smithwick, Turner, Urtz, Walters, White, Young”

between (“is between”)

“Rainier” and “Smithwick”

“Rainier, Smith, Smithee, Smithwick”

in (“is included in the following list”)

“Jones, Smith, White”

“Jones, Smith, White”

Notes: • The search options may be used similarly when searching for strings that contain only the digits 0 through 9, for example EmplID. • When searching for strings that contain mixed alphanumeric characters (both letters and numbers), the digits 0 through 9 are ordered before letters A through Z.

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SR Reference Guide

Run Reports in CUNYfirst For many of the processes and transactions that are carried out in CUNYfirst, it is necessary at certain key points to run a report. When a report is run, its results may be viewed or printed either: • • •

for analysis by the user, a manager, or other individual within CUNY for use in subsequent processes or transactions to verify that data has been entered and/or processed accurately.

The opportunity to run a report is available in a wide variety of components within CUNYfirst. To run a report in CUNYfirst, it is necessary to navigate to the specific component from which that report is launched. For example, to run the Print Course Catalog report, the user first would navigate to the component called Print Course Catalog. After determining the appropriate component from which to run the desired report, continue as follows.

Step Summary To run reports: 1. Navigate to the component from which the report is launched. 2. Search for a Run Control ID already created --or-3. Add a New Value with a new Run Control ID (create a name that can be recognized later for re-use). 4. On the Report Request page, enter criteria and parameters for data to be returned in this report. 5. Click the Save button to save this report request. 6. Click the Run button. 7. Note the report request details listed in the Process List area. 8. Select report Type and Format (i.e. Web, PDF). 9. Click the OK button (this launches the request and returns us to the Report Request page). 10. Note the Process Instance number for this running of the report, which now appears on the Report Request page. To view, save, or print the report: 11. Click the Report Manager link 12. On the Administrative tab, click the Refresh button to update the Report List, and verify that the status of the desired Process Instance is “Posted.” 13. Click on the Description link of the desired report to view the report. 14. With the report displayed (i.e. in PDF format) click the Print or Save icon to print or save the report. Note: • •

The above steps are sufficient for viewing, saving or printing a report. The following steps are for retrieving system information pertaining to a report, and are not needed for simply viewing or printing a report that has been successfully run.

To view the status of the report request and further details (if necessary): 15. If necessary, close the window displaying the report. 16. Click the “Go Back to [page name]” link to return to the Report Request page. 17. Click the Process Monitor link (this enables us to see the status of any job in the queue and other processes that we have initiated). 18. Note the status of the requested report. If necessary, click the Refresh button to update the status. 19. If necessary, click the Details link of the desired process instance to display system details pertaining to this running of a report. 20. On the Process Detail page, clicking on the “Parameters,” “Message Log” or “View Log/Trace” links will display further system details pertaining to this report. 21. If necessary, click the Return button to return to the Process Detail page. 22. Click OK or Cancel to return to the Process Monitor page. Last Updated: October 30, 2013| Page: 935

SR Reference Guide 23. Click the “Go Back to [page name]”link to return to Report Request page.

Detailed Information Navigate to the component from which the desired report is run (the example shown below is the Print Course Catalog component). Find an existing Run Control ID and select it, -or- create a new Run Control ID, using Add a New Value. Create a recognizable name for later re-use, click the Add button.

Run Control ID A Run Control ID stores the requester’s report selection criteria. In cases where the same report criteria will be used to run a report on a regular basis, CUNY suggests that the requester create their own descriptive Run Control ID. The user should use a name that will be easy to remember. Only the user will be able to see one’s Run Control IDs. A Run Control ID can be used repeatedly. There is no need to create a new one each time the same kind of information is required for a report. Do not use spaces or special characters in the name. User may use a dash (–) or an underscore (_) character in place of a space. Be advised that Run Control IDs are Case Sensitive and cannot be deleted. Because Run Control IDs cannot be deleted, a good habit to get into is to search before adding a new value. If we know the name of the Run Control ID, we may type in that value in the search field and then click the Search button. If the whole name is not known a partial value may be typed into the field. The Run Control ID search operates the same as other searches in CUNYfirst.

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Report Request Page Once a Run Control ID has been selected, or a new one created, the criteria and parameters to be used in running the report must be entered on the Report Request page. Enter here the parameters and criteria to be applied to this running of the report. (The example shown below is of the Print Course Catalog component. Different criteria and/or parameter fields will appear, depending on the specific report being requested). Some reports have no predefined selection criteria to narrow the search results. Other reports have several fields available for the requester to define the information needed. These fields can be used to avoid “run-away reports”, or reports that return too much information and aren’t specific to what the requester is looking for. Run-away reports have the potential to hold up or prevent other reports that this user or other users want to run. Once the criteria are entered, save the criteria for this request by clicking the Save button (bottom of page). Saving will capture what user selected on this page and show the next time this Run Control is opened (values can be changed at that time). Click the Run button to start running the process.

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Process Scheduler Request Page The Process Scheduler Request Page lists the process (report) that the user has requested to run and basic information about this report (Description, Process Name, Process Type, (Output) Type, Format and Distribution). If the report is to run immediately, leave the default values in the Run Date and Run Time fields. If the report is to run in the future, set the Run Date and Run Time accordingly. Select the Type and Format of the report. The Type will normally be Web and the Format should be PDF or CSV. To continue, click OK.

Clicking the OK button returns us to the Report Request page. The results of the process request (including the report itself, when complete) can be found through either of the following two links on the page:

Report Manager and Process Monitor links Before selecting Report Manager or Process Monitor link, note the process instance number which has resulted from the running of the report request, and which will be needed to distinguish this report request from others that may be displayed.

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Report Manager The Report Manager Stores reports run through Process Scheduler and let user view, print, or save online reports. As users have different levels of access to Report Manager Functionality based on their security, they may or may not be able to do everything described in this manual. Click the Report Manager link, and on the Report Manager page, click on the Administration tab.

By default, all the reports requested under the current user’s ID within the last 1-day period are displayed. The list can be narrowed or broadened by increasing the time criteria to include more days, or by limiting it to a specific number of hours or minutes. After resetting the report search criteria, click the Refresh button. The Refresh button also updates the Status of the report. Note: Repeated, rapid clicking of the Refresh button will not speed the process and may be counterproductive to the system, and so is not recommended.

Click on the link of the desired report in the Description column to display the report.

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View, Print or Save a Report On the Administration page of the Report Manager, click on the hyperlink of the desired report in the Description column (if pop-ups are blocked on users’ computer, they can hold the Ctrl button as they click the link). The report appears in a new window and may be viewed, saved or printed from there.

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Report Detail page On the Administration page of the Report Manager, click on the Details link to view the Report Detail page.

In this example, the report link appears in the File List with a file extension “PDF.” Clicking this link is an alternative means of displaying the report, which can be viewed, saved or printed in the same way as above. The other files shown are a Message Log (file name ending in “.log”) and a Trace File (file name ending in “out”), which may be useful for any necessary troubleshooting of report errors.

Process Monitor The Process Monitor can be used to determine the status of processes or reports that have been requested in the system. It is also another means by which reports can be viewed, saved or printed, although it will involve a few more steps than are needed in the Report Manager. On the Report Request page, click the Process Monitor link.

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SR Reference Guide On the Process Monitor page, note the Run Status of the desired report. If the Run Status is displayed as “Queued” or “Processing,” clicking the Refresh button will update the status. Note: Repeated, rapid clicking of the Refresh button will not speed the process and may be counterproductive to the system, and so is not recommended. As with the Report Manager, the search criteria can be updated here to narrow or expand the search for processes that have been run. For example “Last 1 Days” can be expanded to include more days, or narrowed to a specific number of minutes or hours.

Details link Click the Details link to view details such as request parameters, message log, and process server assignment for the desired report. This is also another means of accessing the actual report (in addition to the simpler use of the Report Manager).

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Clicking this link will open the Process Detail page for the selected report.

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Process Detail Page

Many of the items on the Process Detail page are read-only. If security access is granted, requestors may choose to select the Cancel Request or Delete Request radio button for the process. Click the View Log/Trace link to view a list of output files for the selected report.

View Log/Trace Page The output in the File List on the View Log/Trace page includes items such as the Message Log (the last letters are “.log”), a Trace File (last letters “out”), and the report itself. The report will be in one of the following formats: .xls, .pdf, .csv, doc, etc. To view the report, click on the link that ends with: .pdf, .xls, .doc. Clicking this link will open the report in a separate window. From here we can save or print the report. That window can be closed when the task is complete.

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If an error occurs while running the report, the error message can be found in the Message Log link. If the problem cannot be resolved by changing the selection criteria in the Report Request page, call the Help Desk. The error should be reported as accurately as possible including any message ID numbers. If there is an error when running an Application Engine (App Engine) process, and the process does not complete with a Success status, the user must delete all prior unsuccessful process attempts in the Process List (Process Monitor) before restarting the process, otherwise the process will continue to fail. Note: The user should always make a copy or store the first error message related to the failure before they delete the process instance.

To exit the View Log/Trace window, click Return. We have now described the basic steps for running reports. Each report has different criteria, but the process is the same.

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CEMLI Search - Repository The CEMLI Search is a repository of information containing reports and queries that have been developed for CUNYfirst. After entering a keyword or other search criteria, displayed is information including: •Report Description – Including the Purpose and Use of the Report •Menu Navigation •Security Role(s) needed •Notes and other information.

Procedure The CEMLI Search component can be found by navigating to: CUNY>CEMLI Search

Step Summary To CEMLI Search: 1. Navigate to the CEMLI Search component 2. Enter search criteria and click search. 3. Click the CEMLI ID link

Detailed Information CEMLI Search Page At least one search field must be populated before searching. Typically users will enter the CEMLI Name, CEMLI Type and/or Keywords to locate the desired report or query.

The following table describes the fields on the Search page of the CEMLI Search Page component: Field Name

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SR Reference Guide CEMLI Name

Unique name assigned to the report or query

CEMLI Type

Indicates the type of information to be searched. Options include: • ADW Reports • Conversion • Delivered • Extension • Interface • Localization • Modification • Query • Report Indicates the Pillar the information is associated with. Options include: • Campus Solutions • Customer Relations Management • Enterprise Learning Management • Enterprise Performance Management • Financials & Supply Chain • Human Capital Management Indicates the specific area within a specific pillar.

Pillar

Module

Technical Contact Functional Contact Support Contact Enter Keywords

For example, Student Records module exists in the Campus Solutions pillar or Workforce Administration module exists in the Human Capital Management pillar Provides the name of the individual who provides technical support for the report, query, etc Provides the name of the individual who provides functional support for the report, query, etc. Provides the name of the individual who provides training support for the report, query, etc. A word(s) that serve as a key, as to the meaning of another word

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SR Reference Guide Find CEMLI Info Search Results Page After entering search criteria and selecting the search button, the Find CEMLI Info Search Results page will display. Based on the entered criteria, the search results page will provide the expected result. In order to view the CEMLI Report information, select the CEMLI ID hyperlink.

The following table describes the fields on the Search page of the CEMLI Search Page component: Field Name CEMLI Id

Field Description Unique identifier assigned to the report or query

CEMLI Name

Unique name assigned to the report or query

CEMLI Type

Indicates the type of information to be searched. Options include: • ADW Reports • Conversion • Delivered • Extension • Interface • Localization • Modification • Query • Report Indicates the Pillar the information is associated with. Options include: • Campus Solutions • Customer Relations Management • Enterprise Learning Management • Enterprise Performance Management • Financials & Supply Chain • Human Capital Management Indicates the specific area within a specific pillar.

Pillar

Module

For example, Student Records module exists in the Campus Solutions pillar or Workforce Administration module exists in the Human Capital Management pillar

After selecting the CEMLI ID the View CEMLI Info Page will display for the CEMLI ID entered. This top portion page will provide a description of the CEMLI Report. The description will provide the purpose of the report and how the report should be used. This section will also provide data selection values to access the report and expected report results.

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The middle portion of the View CEMLI Info Page will display information related to the Component Information, pages in the application where the report can be found and any Accessible Roles that need to be assigned to campus users to access the report.

The lower portion the View CEMLI Info Page will display Notes, Contact Info, and any Additional Info related to the report.

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Glossary of Terms Term Academic Career Academic Group Academic Institution Academic Level Academic Load Academic Organization Academic Plan Academic Program Academic Structure Academic Sub‐plan Action Date Action Reason Adjustment Calendar

Admission Comments Admit Term Auto Enroll

Auto Populate Billing Careers

Block/Allow Enrollment 3 C’s Communications Record Comments Checklists Campus Career Catalog Number Checklist

Checklist Item

Description All coursework a student undertakes at an academic institution and that is grouped into a single student record. Used to group academic programs and courses. CUNY Colleges: example Queens College, Baruch College, LaGuardia Community College, Kingsborough Community College. Calculated based on the rules defined for an academic program and number of units of course weight a student has successfully completed within an academic career. Calculated based on rules for the academic program or it can be manually set based on other factors. Units responsible for programs, plans, and/or courses. Major or Minor. An area of study within an academic program or academic career. Degree (BS, MA). The entity that a student applies to, is admitted to, and graduates from. Defines how programs (including degrees, majors, specializations, and concentrations) are organized. Specialty, concentration. An area of further specialization within an academic plan. Sub‐ plans are always linked or attached to a Plan. The date the information was updated to the system. Indicates why a particular program action was taken, or offers further description of the program action. How student fees get refunded after that students withdrawal. Controls how a particular charge is adjusted on a student’s account when they drop classes or withdraw from a term. The charge adjustment is based on how much time has lapsed from a predetermined date and applies by percent of the original charge Comments related to a student’s application for admission which are used in communications with the applicant and can be displayed in self-service. The term for which an applicant has applied for admission. A feature set up in the class schedule which automatically enrolls the student in a related class (i.e., when a student registers for a class that has a required lab, the system enrolls them into the lab). Once a specific field is filled in, tabbing out of that field will cause other specific fields in that section to automatically fill in as well. If a student is actively simultaneously in multiple careers, some of these careers may be grouped for billing purposes under the name of one of the careers. This one career is called the billing career. Block prevents enrollment in a course. Allow gives permission to enroll in a course. Blocks and allows are recorded by course, not by student. A flexible way to track and analyze correspondence, lists of requirements, and notes about the students, staff, constituents, and organizations in a database. Buttons appear on many pages in the system and they transfer directly from the page to another within the same administrative function to generate or review a communication, a checklist, or a comment for the individual or organization whose information is being currently viewed. A campus is used to indicate where the courses are scheduled. Undergraduate, graduate, Law, Advance Certification A unique number that is tied to a specific subject (course). Review or create checklists for an individual or organization. Checklists may be lists of steps that must be performed, or documents that must be provided, or communications that are planned to occur. Used to track applications, organize recruitment mailings, and generate communication items for students. An object or task that represents one of the entries on a list of documents to compile or Last Updated: October 30, 2013| Page: 951

SR Reference Guide Class Class Associations Comment Category Communications Record Component Course Attributes Course Catalog Course ID Course Offering Number Credit History Dynamic Class Dates Effective Date

Effective Dating

Enrollment Appointment Enrollment Component

Enrollment Engine

Enrollment Letter Enrollment Request Enrollment Requirement Group Expected Graduate Term Faculty Center Grade Roster Graded Component

IF Statement Instruction Mode Legacy

jobs to be done. A specific offering of a course in a semester. A class may have several components: lecture, lab, or tutorial. How groups of classes are set up to ensure the appropriate related classes of the same course are presented to students during the enrollment process. The link between a specific comments and an administrative function. It determines who has access to certain comments. Review or create communications for an individual or organization. Provides a record of letters, phone calls, meetings, emails, and faxes. Identifies the different structure of a course (i.e., lecture, lab, seminar, or tutorial). Associated to courses or specific class sections and are generally used for reporting purposes A list of all courses that are or have been offered at each campus, with descriptions and all other course details. Master course identification number automatically assigned by the system. Course IDs always remain with the course, even if the course is renumbered. A system generated number to indicate which offering the course data represents. Ages unpaid services not satisfied on a student’s account. Classes that begin and end at various times throughout a session will have cancel, withdrawal, drop, and other default dates calculated. The date on which a value, description, or record becomes current. Depending on the type of information, the current record is based on the current date or the Term Begin Date/Last Term Activate dated defined for a term. Allows the tracking of changes over time by recording the date each change becomes effective. This allows for the entry of future‐dated changes, and the ability to view changes to a record over time. Date and time when a student or group of students can begin registering in the courses for a term. When scheduling a course that requires more than one component, all sections associated to one component type will be defines as the “enrollment” component and any other components will be considered the ”non‐enrollment” component. A PeopleSoft delivered process which evaluates registration requests and performs a number of checks before registering a student into one or more classes. This check includes things such as time conflicts, maximum unit load, class requisites, and reserve capacities. Letter confirming a student’s registration. An attempt to enroll or register in a particular class. A set of rules that is associated to one or more courses and/or classes and specifies the requirements that a student must meet in order to register. The rule can specify things such as a student’s career, program and plan, academic level, etc. The term the student expects to graduate. Self‐service component where faculty manages class, student, and advisee related activities. The printed form used for grading collection or online screen that is used to enter grades into the system. Every course has to have a graded component. Classes which are assigned the graded component will have grade rosters generated for them at the end of the term in preparation for grade entry. Type of merge filed that displays one of two options, depending on the criteria set in the statement. How a class is taught (i.e., in person, online, distance education, independent study, etc.) Commonly used to refer to the SIMS/PANTHER/BANNER systems that CUNYfirst is Last Updated: October 30, 2013| Page: 952

SR Reference Guide Letter Generation

Location

Matriculation

Metadata

Milestones

Person Record

Planner Program Action

Program Status

Purge Process Repeat Checking

Requisites Report Reserve capacities Run Control ID Search/Match

Service Impact

Service Indicator

Service Impact

Session Set Letter Code

replacing. A PeopleSoft delivered multi‐step process that generates a mail merge file based on previously assigned communications. The resulting file can then be used in Word to create merged emails or letters. Has two meanings depending on where it is being referenced. Timetabling – Locations are used to provide more detail regarding where a class is offered. External Organizations – Locations are used to track one or more addresses for an external organization for mailing or contact information. The process which automatically creates a student record for applicants who have accepted an offer of admission, have been admitted, and have paid their registration deposit. Matriculation enables the student to be term activated and then proceed with registration. Data about data. In student reporting, properties and options pertaining to particular database content or other resources. The Metadata report describes the kinds of information available. Designed to record and track important requirements that must be completed by a student during their program of study. Milestones are non‐course requirements and may appear on the transcript. Milestones are used when credit is not given, but when it is necessary to record the completion, such as college life and teacher certification. Data in PeopleSoft that uniquely identifies a person. Includes information that identifies a person, such as: name, birth date, citizenship, gender, ethnicity, address, and telephone number. Each person only has one person record in PeopleSoft. A registration preparation option. The student can add classes to their Planner and add them to their schedule once their enrollment appointment opens. The actions taken on a student/applicant record. The action being done to the student record to record the progression of either an application (admit, conditional admit, defer decision) or student program (i.e., active, discontinued, plan change, etc.) A calculated value based upon the series of program actions that have occurred in either the application for admission or the student program record. The program status is used to determine if a student is still “active” in the application/student program. A set of steps the system executes to remove values from tables in the database. Process for enforcing the institution’s course repeat policy at the time of course enrollment and for processing information about a repeated course at the time that grades are posted; also occurs at the time transfer credit is recorded. Course restrictions, pre‐requisites, co‐requisites, and anti‐requisites. A printable version of results which have been read and returned from a database. Blocks of seats reserved for specific groups of students for specific periods of time. The name a user gives to a set of parameters defined to run a process. A feature that enables user to search for and identify duplicated records in the database. Used to identify records in the database that match the criteria specified when adding a person or organization into the system. The resulting action triggered by a service indicator. For example, a service indicator that reflects nonpayment of account balances by a student might result in a service impact that prohibits registration for classes. Negative – an indicator on the system that restricts student access to one or more services (i.e.; enrolling in classes, requesting transcripts, etc.) and is easily visible to staff. Positive – indicates that special services are required. For example, veterans or degree candidate. An action triggered by a Service Indicator. For example, a Service Indicator that reflects non‐payment of account balances by a student may result in a Service Impact that prohibits registration for classes. A period of time within or outside a term in which classes are offered. An identifier for the group of letter codes to which as particular letter code belongs. Last Updated: October 30, 2013| Page: 953

SR Reference Guide Standard Letter Code Student Appointment Block Student Career Number Student Center Student Record Subject/Subject Area Suspense File Term Short Description Tracking Group Transcript Data Medium Transcript Data Source Transcript Date Transcript Received Date Transcript Status Transfer To

Term Term Activation Term Roll Term Short Description Units Update Access Variable Data Visa/Permit Data

Wait List

An identifier for a particular outgoing document or publication. Groups of student assigned enrollment appointments (e.g.; freshman, transfer); determines how each group of students is ranked such as GPA, number of units, and level. A unique number that identifies each set of Program/Plan/Sub plan information in which a student is admitted into and graduates from. A self‐service component where students manage their college‐related activities. A historical account of a student’s record. Topic area of a course (e.g., BIOL). A temporary table to which test score records are loaded for review and, if necessary, cleanup before being posted to the database. The coding scheme for year and semester. A combination of one or more related checklists into a single unit for ease of monitoring their progress toward completion. The method of receiving transcripts. The source of the transcript. The date the transcript was produced by the school. Will often appear on a transcript as the transcript printed date, run date, or issued date. This date will populate the current date when the received checkbox is selected. The status of the transcript received. Final or In Progress. A functionality that the system provides to act as a quick jump key from functional pages and is provided as a drop down menu. It allows the user to bypass long navigation and quickly access the designated panels normally called for from the respective functional page. Describes a period of time in which classes are scheduled and students register and statistics are calculated. Creation of a term record for a student which then enables them to register in the activated term(s) when registration opens. The process of copying a previous year’s term forward providing a starting point for the scheduling of a new term. The coding scheme for year and semester. Credit Hours. Identifies the amount of credit that applies to the course. A type of security access that permits the user to edit and update data. The information that links a specific communication to a person in the database, using key data from the person’s record. This link from Biographical Details is where user may enter or review an individual’s visa and permit data, including country type, date of issue, duration, issuing authority, and other visa/permit information. A process that allows students to remain on a list for possible entry into a course that is full.

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