The Faculty Center - Social Sciences at Hunter College (CUNY)

Campus Solutions Faculty Self Service Reference Guide

Faculty Self Service Reference Guide

Table of Contents How to use this manual ........................................................................................... 4 Introduction .............................................................................................................. 5 Module Objectives ............................................................................................................. 6

Unit I: Foundations of Campus Solutions ............................................................. 7 Unit Introduction................................................................................................................. 7 Unit Objectives................................................................................................................... 7

Chapter 1: Modules of Campus Solutions ............................................................ 8 Chapter Objectives ............................................................................................................ 8 Topic 1 - Modules of Campus Solutions ............................................................................. 9 Topic 2 - “A” Student’s Record in Campus Solutions: ...................................................... 11

Chapter 2: Understanding Academic Structure .................................................. 12 Chapter Objectives .......................................................................................................... 12 Topic 1 - Academic Structure: .......................................................................................... 13 Topic 2 - Student Record Components relative to Academic Structure: ........................... 15

Unit II: CUNYfirst Campus Community Overview............................................... 20 Objectives ........................................................................................................................ 20

Student Services Center ........................................................................................ 21 Topic 1:

Student Services Center: Student Center Tab .............................................. 22

Topic 2:

Student Services Center: General Info Tab ................................................... 26

Topic 3: Student Services Center: Academics Tab ........................................................ 30 Topic 4: Student Services Center: Admissions Tab ....................................................... 33 Topic 5:

Student Services Center: Transfer Credit Tab............................................... 36

Topic 6:

Student Services Center: Finances Tab ........................................................ 39

Residency ............................................................................................................... 40 Topic 7:

Entering Residency Information ..................................................................... 41

Service Indicators .................................................................................................. 47 Topic 8:

Manually Assign a Service Indicator ............................................................. 48

Topic 9:

Manually Release a Service Indicator ........................................................... 53

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Topic 10:

Edit a Service Indicator .............................................................................. 54

Topic 11:

View Service Indicator Audits ..................................................................... 55

Topic 12:

Assign Service Indicators in Batch ............................................................. 57

Student Groups ...................................................................................................... 59 Topic 13:

Add Student to Student Group.................................................................... 60

Topic 14:

Inactivate a Student in a Student Group ..................................................... 63

Topic 15:

View Students in Student Group................................................................. 65

Maintain FERPA Privacy Control .......................................................................... 67 Topic 16:

View FERPA Display .................................................................................. 68

Unit III: The Faculty Center ................................................................................... 70 Unit Introduction............................................................................................................... 70 Unit Objectives................................................................................................................. 70

Chapter 1: Schedules............................................................................................ 71 Chapter Objectives .......................................................................................................... 71 Topic 1: View Teaching Schedule................................................................................ 72 Topic 2: View Exam Schedule ...................................................................................... 84

Chapter 2: Textbooks............................................................................................ 88 Chapter Objectives .......................................................................................................... 88 Policy ............................................................................................................................... 88 Topic 1: Enter My Textbooks ....................................................................................... 89 Topic 2: View Textbook Summary................................................................................. 110

Chapter 3: Rosters and Notifications ................................................................ 113 Chapter Objectives ........................................................................................................ 113 Topic 1: View/Download/Print Class Roster ............................................................. 114 Topic 2: Send Email Notifications to Students ......................................................... 120 Topic 3: Verification of Attendance Rosters ............................................................. 128

Chapter 4: Grading and Grade Rosters ............................................................. 133 Chapter Objectives ........................................................................................................ 133 Policy ............................................................................................................................. 133 Procedure ...................................................................................................................... 133 Topic 1: Grading .......................................................................................................... 135 Topic 2: View Grades Using the Grade Roster .......................................................... 149

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Appendix A: CUNYfirst Glossary of Terms ....................................................... 153 Appendix B: CUNYfirst Icons ............................................................................. 160

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How to use this manual This manual contains sections that include information on business processes relating to Faculty Self Service. The first section is the Quick Summary. It is followed by Chapter and Topic sections that contain detailed information, with step-by-step procedures, policy and screenshots. Below is a description for each type of section contained in this manual: Introduction The Introduction contains conceptual information on Faculty Self Service. It also describes the business processes that are used in Faculty Self Service. Module Objectives The Module Objectives contain a bulleted list of the learning objectives for the module. Quick Summary The Quick Summary is a brief description of the business processes for a particular chapter, the security roles involved, the navigation to the required components and the steps needed to complete those processes. 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. Policy The Policy section contains the relevant university policy items and guidelines that must be followed while executing a business process. Procedure The Procedure section contains the relevant campus-specific decisions or individual choices that help complete a business process. 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. Scenario Description Scenario Description provides input criteria for a specific set of circumstances that explains a business process using a realistic example.

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Faculty Self Service Reference Guide Scenario Step-By-Step Scenario Step-By-Step provides detailed steps used in order to complete a business process using a realistic example. Appendix Appendix may contain the following types of information: Policy Relevant policy documents Job Aid Documents detailing selection criteria for business processes Process Flow Conceptual diagrams of an end-to-end business process Running Reports Step-by-step guide to running reports and processes in CUNYfirst

Parts of images may be obscured for security reasons.

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Introduction The Faculty Center provides faculty with the ability to manage a number of instructor-related functions within CUNYfirst. Faculty may view their teaching and exam schedules. Additionally, faculty view the class roster associated with each of their classes with links to student data. Faculty will submit the Verification of Attendance Roster using CUNYfirst. Grade Rosters will be completed and sent to the Registrar for posting through CUNYfirst.

Module Objectives Upon completion of this module, the learner will be able to:  view their teaching schedule in both a grid and calendar format;  view their exam schedule;  view instructional materials for their assigned classes;  view their class roster and send notifications to students on the roster;  submit the Verification of Attendance Roster; and  view their grade roster; as well as, enter and submit grades for posting.

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Unit I: Foundations of Campus Solutions Unit Introduction Foundations of Campus Solutions provides an overview of key concepts and terminology used throughout the CUNYfirst Self Service Module. It provides a basic understanding of functions within Campus Solutions. Campus Solutions modules allow the creation and maintenance of applications to CUNY. As applicants are matriculated, then Student Records maintains and updates the student’s data. CUNYfirst supports the creation of the course catalog, scheduling of classes, enrollment, and grading information. Advisors may look for up-to-date summaries and details of a student’s history, current activities and future plans. Student Financials provide information about charges such as tuition and fees, and payments including anticipated financial aid awards and work study income.

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

understand Modules of Campus Solutions; and understand Academic Structure.

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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 you 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.

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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

•

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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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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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, UndergraduateNon-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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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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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):

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Faculty Self Service Reference Guide The student then enrolls in terms/sessions for classes to fulfill requirements to obtain a degree, or possibly a non-degree-related certificate:

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:

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Academic Institution

Queens College

Academic Career

Undergraduate

Academic Program

CUNY BA

Academic Plan

English

Academic Sub-plan

Creative Writing

Mathematics

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Graduate

Undergraduate Degree

Graduate Degree

Music Education

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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:  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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Faculty Self Service Reference Guide Academic Institution Queens College

Campus Main Campus

Academic Organization Economics

Academic Group Division of Arts & Humanities

Academic Career Undergrad

Subject Area BUS/ECON

Program Undergraduate Degree

Term Fall 2012

Course Macro Economics

Plan English

Session Regular Academic Session

Class Section 001 MWF

Sub-plan Creative Writing

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Degree Bachelor of Arts

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Unit II: CUNYfirst Campus Community Overview CUNYfirst Campus Community 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.

Objectives Upon completion of this section, learners will be able to:  Locate data in the Student Services Center  View/Update Residency Information  Manage Service Indicators  Manage Student Groups  View FERPA Control

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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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Topic 1:

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 Student Center page

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.

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Faculty Self Service Reference Guide 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: If 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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Faculty Self Service 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 view 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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Faculty Self Service 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 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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Topic 2:

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. 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. When 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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Faculty Self Service 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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Faculty Self Service 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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Faculty Self Service Reference Guide General Info tab – lower portion Bio-Demo updates are generally managed between the student and the Registrar’s Office.

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Topic 3: 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. 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. o



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

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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Faculty Self Service Reference Guide Academics tab – Upper portion

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Faculty Self Service Reference Guide Academics tab – lower portion

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Faculty Self Service Reference Guide

Topic 4: 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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Faculty Self Service 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

.

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Faculty Self Service Reference Guide Admissions tab – External Education section

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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Topic 5:

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. 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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Faculty Self Service 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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Faculty Self Service 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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Topic 6:

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. 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. o



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

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

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Topic 7:

Entering 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.

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

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

Description Displays the student’s academic career. Enter the applicable institution. Enter the term when the individual’s residency status becomes active. Select the residency status from the drop down list. Enter the date that the individual’s residency data was entered.

Academic Career Institution Effective Term Residency Residency Date

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Description 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. 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.

Admissions

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

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Faculty Self Service Reference Guide Residency Official 2 page Use this page to add residency information related to address.

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

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

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Service Indicators 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.

Objectives Upon completion of this section, learners will be able to:  Manually assign service indicators  Manually release service indicators  Edit service indicators  View service indicator audit information  Assign service indicators in batch.

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Topic 8:

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. 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. 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, and End Date. A Start Term and Start Date are required. An End Term and Date are not required but are advised in certain situations, 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. 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.

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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

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.

ID Campus ID National ID Last Name First Name Case Sensitive

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

Field Service Indicator 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.

Service Ind Reason Code

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Faculty Self Service Reference Guide 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

Field Assignment Details section

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.

Contact ID

Placed Person ID

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Field

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.

Comments Service Impact Description

Time/User Stamp

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Topic 9:

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.

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Topic 10: 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.

.

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Topic 11: 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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Faculty Self Service Reference Guide The Audit Service Indicators - Assignment tab

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

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

Action

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 12: Assign Service Indicators in Batch Service Indicators can be assigned and removed via Batch/Mass processes.

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, and 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

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Faculty Self Service Reference Guide The Mass Assign Page (example below: SEEK students at Queens)

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Student Groups The Student Groups functionality permits grouping of students based upon a common criteria (ex: athletes, 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.

Objectives Upon completion of this section, learners will be able to:  Add student to student group  Inactivate a student in a student group  View students in a student group

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Topic 13: Add Student to Student Group 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.

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.

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Faculty Self Service Reference Guide The Student Groups page Use this page to activate, inactivate, or delete a student from a student group. Notice that the top portion of this page shows there are two pages of data, which means this student belongs to two student groups. The data in the lower section is related to the group visible in the upper section.

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Faculty Self Service Reference Guide 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 Enter the appropriate student group for this student. Enter the date the assignment to the group takes effect. Enter Active or Inactive. Enter comments for reference about the student group. Displays the date and time the record was updated. Displays the user ID responsible for updating the student group. Indicates whether the record was processed manually or by mass update. When updated through the mass process, the program name appears.

Student Group Effective Date Status Comments Last Update Date/Time Updated By Type

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Topic 14: 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.

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Detailed Information This page shows the student as Inactive at a future date. The additional row in the lower section contains the active status. Unlike a Service Indicator, which is simply removed, Student Groups will always appear and contain rows of Active/Inactive status associated with the relevant effective date.

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

Description Displays the student group to which the student is assigned. Displays the date the assignment to the group takes effect. Select Inactive from the drop down list. Displays comments about the student group. Displays the date and time the record was updated. Displays the user ID responsible for updating the student group. Indicates whether the record was processed manually or by mass update. When updated through the mass process, the program name appears.

Student Group Effective Date Status Comments Last Update Date/Time Updated By Type

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Topic 15: 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 Search page

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The following table describes fields on the View Groups by Student page: 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 for a student group row. Click to view the list of student groups that match the selected effective date search criteria.

Select Effective Dates

Get Results

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Maintain FERPA Privacy Control 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.

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Topic 16: View FERPA Display When students exercise rights under FERPA, they identify personal information that they do not want the institution to release. Students have the option of permitting the release any of the restricted information to 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 Bio Demo page can be found by navigating to: Campus Community > Personal Information > Biographical > Person FERPA> Review FERPA Display

Step Summary 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.

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Faculty Self Service Reference Guide The FERPA Bio Demo page

Example of Restricted Message

The following table describes the fields on the FERPA Bio Demo page of the Person FERPA component: Field

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.

FERPA Addresses tab FERPA Phones tab FERPA Email Addrs tab FERPA Activities tab FERPA Photo tab

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Unit III: The Faculty Center Unit Introduction The Faculty Center is a self-service component that provides instructors a single entry point from which to begin navigation to instructor-related transactions. Access to each component is limited by each individual’s security profile. For example, before instructors can send notifications to either selected students on a roster or to the entire roster, notification functionality must be enabled.

Unit Objectives Upon completion of this module, the learner will be able to:  view their teaching schedule in both a grid and calendar format;  view their exam schedule;  view instructional materials for their assigned classes;  view their class roster and send notifications to students on the roster;  submit the Verification of Attendance Roster; and  view their grade roster; as well as, enter and submit grades for posting.

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Chapter 1: Schedules Instructors may view their weekly teaching schedule on the My Schedule page. The page displays their class schedule for the current term; other terms may be viewed by clicking the Change Term button. Once posted, then on the My Schedule page, click the My Exam Schedule link to display exams for classes to which you are assigned below your teaching schedule.

Chapter Objectives Upon completion of this chapter, the learner will be able to:  view their teaching schedule in both a grid and calendar format; and  view their exam schedule.

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Topic 1: View Teaching Schedule Use the My Schedule component to view an instructor’s teaching schedule. The Teaching Schedule automatically displays the latest term for which a faculty member has been assigned as a class instructor. This summary of class information includes: class (catalog and section number), class title, number of students currently enrolled, meeting days and times, room assignments, and start and end dates. Once available, to the left of each class title the class roster icon and the grade roster icon display. The My Schedule link can be found by navigating to: Self Service > Faculty Center > My Schedule.

Step Summary To view the teaching schedule: 1. Navigate to the My Schedule component. 2. View the My Teaching Schedule section of the My Schedule page.

Detailed Information Navigate to: Self Service > Faculty Center > My Schedule.

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Faculty Self Service Reference Guide The My Teaching Schedule displays for the current term in a table format.

The following table describes the fields and links on the My Schedule page of the Faculty Center component: Field

Description Changes the term that is being displayed in the class schedule and exam schedule sections. Hyperlink to the instructor’s Personal Data Summary page. Hyperlink to a list of this instructor’s teaching assignments with details of learning support materials by class. Displays pending textbook information to administrators, instructors and advisors only. Displays the instructor’s exam schedule for the term that is displayed. Displays all of the classes assigned to the instructor for the term that is displayed. Displays classes that have enrolled students. Displays enrollment data of all students who enrolled, dropped or withdrew from a specified class section. The printed form used for grading collection or online screen that is used to enter grades into the system. Not in use in CUNYfirst at this time.

Change term View Personal Data Summary View Textbook Summary

My Exam Schedule Show All Classes Show Enrolled Classes Only Class Roster

Grade Roster

Learning Management

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Faculty Self Service Reference Guide Field My Teaching Schedule

Description Summary of class sections to which this user is assigned as an instructor. Click to download this Teaching Schedule in Excel. Displays Class Number Displays Class Title Displays the number of students who have enrolled in the class. Displays the days and times that the class is offered. Displays the class’ room number. First and last day of the month in a year that this class section will convene. Displays the instructor’s teaching schedule for the term displayed.

Download (Icon) Class Class Title Enrolled Days & Times Room Class Dates View Weekly Teaching Schedule

To view different terms at the same college or school or at other institutions click the change term button. NOTE: In most cases, when you cannot view your schedule, then the department has not yet assigned you to a class or classes. Please contact your department administrator. In most cases, when you cannot view your schedule, then the department has not yet assigned you to a class or classes. Please contact your department administrator. On the Select Term page, select a Term radio button. Click either of the Continue buttons.

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Faculty Self Service Reference Guide The following table describes the fields and links on the Select Term page of the My Schedule component: Field

Description Click this button to continue to the selected term’s Teaching Schedule. Describes a period of time in which classes are scheduled and students register and statistics are calculated. The specific college or school within the CUNY system.

Continue Term

Institution

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Faculty Self Service Reference Guide The My Teaching Schedule displays all classes for the selected term.

The following table describes the fields and links on the My Schedule page of the Faculty Center component: Field

Description Changes the term that is being displayed in the class schedule and exam schedule sections. Hyperlink to the instructor’s Personal Data Summary page. Hyperlink to a list of this instructor’s teaching assignments with details of learning support materials by class. Displays pending textbook information to administrators, instructors and advisors only. Displays the instructor’s exam schedule for the term that is displayed. Displays all of the classes assigned to the instructor for the term that is displayed. Displays classes that have enrolled students. Displays list of all students who enrolled, dropped or withdrew from a specified class section. The printed form used for grading collection or online screen that is used to enter grades into the system. Not in use in CUNYfirst at this time. Summary of class sections to which this user is assigned as an instructor. Click to download this Teaching Schedule in Excel.

Change term View Personal Data Summary View Textbook Summary

My Exam Schedule Show All Classes Show Enrolled Classes Only Class Roster Grade Roster

Learning Management My Teaching Schedule Download (Icon)

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Description Displays Class Number Displays Class Title Displays the number of students who have enrolled in the class. Displays the days and times that the class is offered. Displays the class’ room number. First and last day of the month in a year that this class section will convene. Displays the instructor’s teaching schedule for the term displayed.

Class Class Title Enrolled Days & Times Room Class Dates View Weekly Teaching Schedule

Alternatively, to display only classes that contain enrolled students, select the Show Enrolled Classes Only radio button. In the example shown above, the second class listed does not display when the Show Enrolled Classes Only radio button is selected. To view details of an assigned class, click the class link.

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Faculty Self Service Reference Guide The Class Detail page displays including Class Details, Meeting Information, Enrollment Information, Class Availability, and Textbook/Other Materials sections. As a reminder, all information in CUNYfirst is updated in real time. During the enrollment period, numbers in the Class Availability section will vary as students enroll, drop or swap classes.

Name

The following table describes the fields and links on the Class Detail page of the My Schedule component: Field Return to Faculty Center

Description Link to go back within CUNYfirst to the previous page.

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Description Designates whether the class seats are still available, or if the class is closed. All coursework a student undertakes at an academic institution and that is grouped into a single student record. Randomly generated unique four or five digit number that designates that class section for that term at that institution. In subsequent terms the same class number could be generated for a different subject and/or course at any institution. First and last day of the month in a year that this class section will convene. A period of time within or outside a term in which classes are offered. The basis for grades, such as P/F, Audit, Graded, etc. Credit Hours. Identifies the amount of credit that applies to the course. The campus on which the class is to convene. How a class is taught (i.e., in person, online, distance education, independent study, etc.) Typically, the CUNY Campus field is Main, but some institutions may choose to identify other campus locations. Name of type of learning experience when a course is divided into associated classes. Displays the days of the week and the times on those days that this class will convene. The building and room number or other location in which the class is scheduled to convene. Instructor/s teaching this component of the course. First and last day of the month in a year that this class section will convene. Enrollment Requirements specify the requisites and conditions that determine who is qualified to enroll in a course. Total number of seats available for this class section.

Status Career

Class Number

Dates Session Grading Units Location Instruction Mode Campus

Class Components Days & Times Room Instructor Meeting Dates Enrollment Requirements

Class Capacity Wait List Capacity

The wait list capacity for the section indicates the maximum number of students allowed to wait list for the class.

Enrollment Total

Current total of students enrolled for this section.

Wait List Total

Current total of students on the wait list, for this section. The number of seats still open for enrollment updated in real time. List of learning materials and aids for this class section.

Available Seats Textbook/Other Materials

Click either of the Return to Faculty Center links to return to my schedule.

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Faculty Self Service Reference Guide To view your schedule in a calendar format, click on the View Weekly Teaching Schedule link.

The following table describes the fields and links on the My Schedule page of the Faculty Center component: Field

Description Changes the term that is being displayed in the class schedule and exam schedule sections. Hyperlink to the instructor’s Personal Data Summary page. Hyperlink to a list of this instructor’s teaching assignments with details of learning support materials by class. Displays pending textbook information to administrators, instructors and advisors only. Displays the instructor’s exam schedule for the term that is displayed. Displays all of the classes assigned to the instructor for the term that is displayed. Displays classes that have enrolled students. Displays enrollment data of all students who enrolled, dropped or withdrew from a specified class section. The printed form used for grading collection or online screen that is used to enter grades into the system. Not in use in CUNYfirst at this time. Summary of class sections to which this user is assigned as an instructor.

Change term View Personal Data Summary View Textbook Summary

My Exam Schedule Show All Classes Show Enrolled Classes Only Class Roster

Grade Roster

Learning Management My Teaching Schedule

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Description Click to download this Teaching Schedule in Excel. Displays Class Number Displays Class Title Displays the number of students who have enrolled in the class. Displays the days and times that the class is offered. Displays the class’ room number. First and last day of the month in a year that this class section will convene. Displays the instructor’s teaching schedule for the term displayed.

Download (Icon) Class Class Title Enrolled Days & Times Room Class Dates View Weekly Teaching Schedule

The View My Weekly Schedule displays.

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Faculty Self Service Reference Guide The following table describes the fields and links on the View My Weekly Schedule page of the My Schedule component: Field

Description Select this button to display the Monday to Sunday prior to the one currently displayed. Select this button to display the Monday to Sunday following the one currently displayed. Select the month, year and then day of the year to display on the calendar. Select the hour and minute from which to display class meetings. Select the hour and minute to which to display class meetings. Once any of the previous week, next week, Calendar, Start Time or End Time is modified, then select the refresh calendar button to display the changes. Select checkbox to display both day and evening class meetings. Select checkbox to view class meetings on this day of the week. Select checkbox to view class meetings on this day of the week. Select checkbox to view course name shown in the catalog. Select checkbox to view class meetings on this day of the week. Select checkbox to view class meetings on this day of the week. Select checkbox to view class meetings on this day of the week. Once any of the Show AM/PM, Monday, Thursday, Show Class Title, Tuesday, Friday, Sunday, Show Instructor Role, Wednesday, or Saturday are selected, and then select the refresh calendar button to display the changes. Select checkbox to view name of primary instructor for this class. Select checkbox to view class meetings on this day of the week. Select checkbox to view class meetings on this day of the week.

previous week next week Calendar icon Start Time End Time refresh calendar

Show AM/PM Monday Thursday Show Class Title Tuesday Friday Sunday refresh calendar

Show Instructor Role Wednesday Saturday

Select the previous week or next week buttons to go to those schedules. Alternatively, select the

calendar icon and select the week to view.

As needed, enter the Start Time and End Time (format is 8:00AM or 6:00PM) for that week. Click the refresh calendar button.

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Faculty Self Service Reference Guide From the Display Options section:  Select the Show AM/PM checkbox to change to a 24 hour time display (6:00PM becomes 18:00).  Select the Show Class Title checkbox to display the course name.  Select the Show Instructor Role checkbox to display the assigned faculty.  Select the checkboxes of those days of the weeks you wish to display. Click the refresh calendar button. In either the table or calendar format, select the Printer Friendly Page link and follow your browser’s prompts to print the schedule.

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Topic 2: View Exam Schedule Student Records schedules most exams in a batch for a block of classes in a given term and session. Exams may also be scheduled and/or updated manually for individual classes. The created schedule specifies a date, start and end time. Instructors may view their exam schedule in a grid format. My Exam Schedule may be found by navigating to: Self Service > Faculty Center > My Schedule.

Step Summary To view the exam schedule: 1. Navigate to the My Schedule component. 2. Click the My Exam Schedule link.

Detailed Information Navigate to: Self Service > Faculty Center > My Schedule.

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Faculty Self Service Reference Guide Click the My Exam Schedule link to hyperlink on the same page to the My Exam Schedule section. Name

The following table describes the fields and links on the My Schedule page of the Faculty Center component: Field

Description Changes the term that is being displayed in the class schedule and exam schedule sections. Hyperlink to the instructor’s Personal Data Summary page. Hyperlink to a list of this instructor’s teaching assignments with details of learning support materials by class. Displays pending textbook information to administrators, instructors and advisors only. Displays the instructor’s exam schedule for the term that is displayed. Displays all of the classes assigned to the instructor for the term that is displayed. Displays classes that have enrolled students. Displays enrollment data of all students who enrolled, dropped or withdrew from a specified class section. The printed form used for grading collection or online screen that is used to enter grades into the system. Not in use in CUNYfirst at this time. Summary of class sections to which this user is assigned as an instructor.

Change term View Personal Data Summary View Textbook Summary

My Exam Schedule Show All Classes Show Enrolled Classes Only Class Roster

Grade Roster

Learning Management My Teaching Schedule

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Description Click to download this Teaching Schedule in Excel. Displays Class Number Displays Class Title Displays the number of students who have enrolled in the class. Displays the days and times that the class is offered. Displays the class’ room number. First and last day of the month in a year that this class section will convene. Displays the instructor’s teaching schedule for the term displayed.

Download (Icon) Class Class Title Enrolled Days & Times Room Class Dates View Weekly Teaching Schedule

When Student Records creates the exam schedule, then they display on the My Schedule page below My Teaching Schedule for the selected term. To view different terms at the same college or school or at other institutions click the change term button. The example below displays the My Exam Schedule section prior to the posting of the exam schedule.

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Faculty Self Service Reference Guide The example below displays the My Exam Schedule section after the exam schedule is posted.

The following table describes the fields and links on the My Schedule page of the Faculty Center component: Field

Description Changes the term that is being displayed in the class schedule and exam schedule sections. Hyperlink to the instructor’s Personal Data Summary page. Hyperlink to a list of this instructor’s teaching assignments with details of learning support materials by class. Displays pending textbook information to administrators, instructors and advisors only. Displays the instructor’s exam schedule for the term that is displayed. Displays all of the classes assigned to the instructor for the term that is displayed. Displays classes that have enrolled students. Displays enrollment data of all students who enrolled, dropped or withdrew from a specified class section. The printed form used for grading collection or online screen that is used to enter grades into the system. Not in use in CUNYfirst at this time. Summary of class sections to which this user is assigned as an instructor. Click to download this Exam Schedule in Excel. Displays Class Number Displays Class Title Displays the date of the exam. Displays the time of the exam. Displays the class room that the exam will be administered in. Displays the number of students who have enrolled in the class. Displays the days and times that the class is offered. Displays the class’ room number. First and last day of the month in a year that this class section will convene. Displays the instructor’s teaching schedule for the term displayed.

Change term View Personal Data Summary View Textbook Summary

My Exam Schedule Show All Classes Show Enrolled Classes Only Class Roster

Grade Roster

Learning Management My Teaching Schedule Download (Icon) Class Class Title Exam Date Exam Time Exam Room Enrolled Days & Times Room Class Dates View Weekly Teaching Schedule

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Chapter 2: Textbooks Instructors enter and view instructional materials for their assigned classes in the Faculty Center.

Chapter Objectives Upon completion of this chapter, the learner will be able to:  enter instructional materials for their assigned classes; and  view instructional materials for their assigned classes.

Policy CUNY is complying with The Higher Education Opportunity Act (Public Law 110-315) enacted on August 14, 2008. It “amend[s] and extend[s] the Higher Education Act of 1965,” and includes provisions that relate to textbook information among many other things. According to the act itself, “The purpose … is to ensure that students have access to affordable course materials by decreasing costs to students and enhancing transparency and disclosure with respect to the selection, purchase, sale, and use of course materials. It is the intent of this section to encourage all of the involved parties, including faculty, students, administrators, institutions of higher education, bookstores, distributors, and publishers, to work together to identify ways to decrease the cost of college textbooks and supplemental materials for students while supporting the academic freedom of faculty members to select high quality course materials for students.”

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Topic 1: Enter My Textbooks Instructors enter instructional materials for their assigned classes. Course Materials Types include: Article, Book, Cassette Recording, Chapter, Computer File, Electronic Resource, Film or Movie, Journal/Periodical, Map, Microform/Microfilm, Mixed Formats, Recording, and Score. My Textbooks may be found by navigating to: Self Service > Faculty Center > My Schedule.

Step Summary To enter instructional materials: 1. Navigate to the my textbooks tab. 2. On the my textbooks page, select the row of the class section. 3. To enter textbook details from another section in CUNYfirst, select the copy textbooks button and then on the Enter Search Criteria page search to find the section that has the textbook details and click the Select Class button link to auto-populate the textbook details fields. 4. To enter textbook details using the WebSearch function, select the Search button and then enter text in the on the books.cunyfirst.cuny.edu search pop-up and click the Search page. 5. On the books.cunyfirst.cuny.edu search results page click on the Select link to autopopulate the textbook details fields. 6. On the my textbooks page, select the row of the class section and enter the details manually. 7. For each row of instructional materials, select the Course Material Types and Status. 8. Select the Textbook entry complete radio button and then click the save button.

Detailed Information Navigate to: Self Service > Faculty Center > My Schedule. Note: Before the start of this transaction, turn off your browser’s pop-up blocker.

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The following table describes the fields and links on the My Schedule page of the Faculty Center component: Field

Description Changes the term that is being displayed in the class schedule and exam schedule sections. Hyperlink to the instructor’s Personal Data Summary page. Hyperlink to a list of this instructor’s teaching assignments with details of learning support materials by class. Displays pending textbook information to administrators, instructors and advisors only. Displays the instructor’s exam schedule for the term that is displayed. Displays all of the classes assigned to the instructor for the term that is displayed. Displays classes that have enrolled students. Displays list of all students who enrolled, dropped or withdrew from a specified class section. The printed form used for grading collection or online screen that is used to enter grades into the system. Not in use in CUNYfirst at this time. Summary of class sections to which this user is assigned as an instructor.

Change term View Personal Data Summary View Textbook Summary

My Exam Schedule Show All Classes Show Enrolled Classes Only Class Roster Grade Roster

Learning Management My Teaching Schedule

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Description Click to download this Teaching Schedule in Excel. Displays Class Number Displays Class Title Displays the number of students who have enrolled in the class. Displays the days and times that the class is offered. Displays the class’ room number. First and last day of the month in a year that this class section will convene. Displays the instructor’s teaching schedule for the term displayed.

Download (Icon) Class Class Title Enrolled Days & Times Room Class Dates View Weekly Teaching Schedule

As needed, select the change term button. Click the my textbooks tab to display the my textbooks page. On the my textbooks page In the my textbooks section header, select the row of the class section in which to enter details of instructional materials. Note: Textbook details may be entered in three ways: 1. Copying instructional materials from other class sections; 2. Using the integrated Bowker.com WebSearch function; and 3. Manually. Note: When applicable, enter copy textbooks rows first as it will overwrite existing textbook details.

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The following table describes the fields and links on the my textbooks page of the Faculty Center component: Field

Description Changes the term that is being displayed in the class schedule and my textbook section. The Pending status is the default and indicates that the textbook data being entered 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 and this message displays: “Textbooks to be determined”.

Change term Textbook Assignment Status

Select Textbook entry complete when all the instructional materials are entered or there are no instructional materials to be entered to indicate that the textbook data is final. The textbook data becomes available to all users, including students and visitors. Select this check box if no textbooks are to be assigned to the class section.

No textbooks assigned to class

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Description 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. Enter the Title for the Course Material. Enter the recommended retail price. Click to search for textbook data from Bowker.com

Copy Textbooks

Title Price Search (button)

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. Enter one of the originators or creators of the instructional material. Enter the ISBN number (if applicable) for the Course Material. Enter or lookup the currency code. (Keep the default value of USD : United States Dollar) Enter the name of the organization or corporation that produced the instructional material. Enter the reference that indicates which version is selected. Enter the year that the course material edition was published. If needed, enter notes for the course material type. If needed, enter any special instruction that should be displayed in the schedule of classes.

Author ISBN Currency Code Publisher Edition Year Published Course Material Notes Special Instructions

Select the copy textbooks button to go to the Enter Search Criteria page.

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Faculty Self Service Reference Guide On the Enter Search Criteria page, to populate the Institution field click the and then click the name of the correct college or school.

dropdown box icon;

The following table describes the fields and links on the Enter Search Criteria page of the my textbooks component: Field

Description A specific college within CUNY. CUNYfirst automatically populates the academic institution, which refers to the academic institution that owns the student's academic program. Describes a period of time in which classes are scheduled and students register and statistics are calculated. Topic area of a course (e.g., BIOL). Select a subject area from the dropdown menu. This is the course number that has been associated with the course by the institution, such as English 101, Math 10, etc. Select the level of course, such as undergraduate or graduate, from the dropdown menu. Click on the checkbox to return only those class sections in which a seat is available.

Institution

Term

Course Subject Course Number

Course Career Show Open Classes Only

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Faculty Self Service Reference Guide Field Show Open Entry/Exit Classes Only

Description Click on the checkbox to return only those class sections designated as open entry/exit classes. Select the disclosure icon to view and select other criteria. Click this button to remove all entered criteria. Click this button to return results based on the entered criteria.

Additional Search Criteria Clear Criteria Search

To populate the Term field, click the

dropdown box icon; and then click the correct term.

In the Class Search Criteria section to populate the Course Subject field click the icon; and then click on the correct subject.

dropdown box

Note: At least two Class Search Criteria must be selected in this section. To populate the Course Number field, enter the Course Number displayed in the Course Catalog. To populate the Course Career field, click the career. Uncheck the sections.

dropdown box icon; and then click on the correct

Show Open Classes Only checked checkbox icon to view both open and closed

Click the Search button. On the Search for Classes page in the Search Results area, courses are listed in alphabetical order with up to the first three sections displayed. Click the View All Sections link to see the Section, Status, Session, Days & Times, Room, Instructor and Meeting Dates details of every section.

Note: Status displays as either an

Open icon or a

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Faculty Self Service Reference Guide The following table describes the fields and links on the Search Results page of the my textbooks component: Field

Description A number assigned to each class scheduled for this Course in the Catalog. Designates whether the class seats are still available, or if the class is closed. Click this button to auto-populate the textbook detail fields. A period of time within or outside a term in which classes are offered. Name of type of learning experience when a course is divided into associated classes. Displays the days of the week and the times on those days that this class will convene. The building and room number or other location in which the class is scheduled to convene. First and last day of the month in a year that this class section will convene.

Section Status select class Session Days & Times Room Instructor Meeting Dates

Select the Select Class button from which to copy the textbook data.

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Faculty Self Service Reference Guide On the my textbooks page, to use the WebSearch function select the Search button. Name

The following table describes the fields and links on the my textbooks page of the Faculty Center component: Field

Description Changes the term that is being displayed in the class schedule and my textbook section. The Pending status is the default and indicates that the textbook data being entered 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 and this message displays: “Textbooks to be determined”.

Change term Textbook Assignment Status

Select Textbook entry complete when all the instructional materials are entered or there are no instructional materials to be entered to indicate that the textbook data is final. The textbook data becomes available to all users, including students and visitors.

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Faculty Self Service Reference Guide Field No textbooks assigned to class Copy Textbooks

Description Select this check box if no textbooks are to be assigned to the class section. 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. Enter the Title for the Course Material. Click to search for textbook data from Bowker.com

Title Search (button)

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. Enter the recommended retail price. Enter one of the originators or creators of the instructional material. Enter the ISBN number (if applicable) for the Course Material. Enter or lookup the currency code. (Keep the default value of USD : United States Dollar) Enter the name of the organization or corporation that produced the instructional material. Enter the reference that indicates which version is selected. Enter the year that the course material edition was published. If needed, enter notes for the course material type. If needed, enter any special instruction that should be displayed in the schedule of classes.

Price Author ISBN Currency Code Publisher Edition Year Published Course Material Notes Special Instructions

If a Security Warning appears, select the No button.

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Faculty Self Service Reference Guide A separate pop-up Search window displays. Note: Before the start of this transaction, turn off your browser’s pop-up blocker.

Select the For More help link to display the How to search for and add books? pop-up screen.

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Enter search criteria as text and click the Search button to display the search results. Icons appear next to the type of instructional material to view one, more or all results. Click the Select link of instructional materials to add to textbook materials.

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Most fields in the textbook details area are auto-populated. Note: The Price field must be entered to save the data. To discard the search results and perform another search, click the x delete icon next to the Search button.

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The following table describes the fields and links on the my textbooks page of the Faculty Center component: Field Change term Textbook Assignment Status

No textbooks assigned to class

Description Changes the term that is being displayed in the class schedule and my textbook section. The Pending status is the default and indicates that the textbook data being entered 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 and this message displays: “Textbooks to be determined”. Select Textbook entry complete when all the instructional materials are entered or there are no instructional materials to be entered to indicate that the textbook data is final. The textbook data becomes available to all users, including students and visitors. Select this check box if no textbooks are to be assigned to the class section.

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Faculty Self Service Reference Guide Field Copy Textbooks

Title Search (button)

Price Author ISBN Currency Code Publisher Edition Year Published Course Material Notes Special Instructions

Description 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. Enter the Title for the Course Material. 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. Enter the recommended retail price. Enter one of the originators or creators of the instructional material. Enter the ISBN number (if applicable) for the Course Material. Enter or lookup the currency code. (Keep the default value of USD : United States Dollar) Enter the name of the organization or corporation that produced the instructional material. Enter the reference that indicates which version is selected. Enter the year that the course material edition was published. If needed, enter notes for the course material type. If needed, enter any special instruction that should be displayed in the schedule of classes.

Select a description of the instructional materials on the Course Material Type

dropdown box.

Choose from these types of Course Materials: Article, Book, Cassette Recording, Chapter, Computer File, Electronic Resource, Film or Movie, Journal/Periodical, Map, Microform/Microfilm, Mixed Formats, Recording, and Score.

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The following table describes the fields and links on the my textbooks page of the Faculty Center component: Field Change term Textbook Assignment Status

No textbooks assigned to class

Description Changes the term that is being displayed in the class schedule and my textbook section. The Pending status is the default and indicates that the textbook data being entered 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 and this message displays: “Textbooks to be determined”. Select Textbook entry complete when all the instructional materials are entered or there are no instructional materials to be entered to indicate that the textbook data is final. The textbook data becomes available to all users, including students and visitors. Select this check box if no textbooks are to be assigned to the class section.

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Title Search (button)

Price Author ISBN Currency Code Publisher Edition Year Published Course Material Notes Special Instructions

On the Status

Description 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. Enter the Title for the Course Material. 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. Enter the recommended retail price. Enter one of the originators or creators of the instructional material. Enter the ISBN number (if applicable) for the Course Material. Enter or lookup the currency code. (Keep the default value of USD : United States Dollar) Enter the name of the organization or corporation that produced the instructional material. Enter the reference that indicates which version is selected. Enter the year that the course material edition was published. If needed, enter notes for the course material type. If needed, enter any special instruction that should be displayed in the schedule of classes.

dropdown box, select either the recommend or required value.

On the textbook details header, select the Add a new row icon to display and enter additional instructional materials manually for the same section.

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The following table describes the fields and links on the my textbooks page of the Faculty Center component: Field Change term Textbook Assignment Status

No textbooks assigned to class

Description Changes the term that is being displayed in the class schedule and my textbook section. The Pending status is the default and indicates that the textbook data being entered 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 and this message displays: “Textbooks to be determined”. Select Textbook entry complete when all the instructional materials are entered or there are no instructional materials to be entered to indicate that the textbook data is final. The textbook data becomes available to all users, including students and visitors. Select this check box if no textbooks are to be assigned to the class section.

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Title Search (button)

Price Author ISBN Currency Code Publisher Edition Year Published Course Material Notes Special Instructions

Description 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. Enter the Title for the Course Material. 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. Enter the recommended retail price. Enter one of the originators or creators of the instructional material. Enter the ISBN number (if applicable) for the Course Material. Enter or lookup the currency code. (Keep the default value of USD : United States Dollar) Enter the name of the organization or corporation that produced the instructional material. Enter the reference that indicates which version is selected. Enter the year that the course material edition was published. If needed, enter notes for the course material type. If needed, enter any special instruction that should be displayed in the schedule of classes.

When all course materials are entered, select the Textbook entry complete radio button to display entries in self-service.

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The following table describes the fields and links on the my textbooks page of the Faculty Center component: Field Change term Textbook Assignment Status

No textbooks assigned to class Copy Textbooks

Title

Description Changes the term that is being displayed in the class schedule and my textbook section. The Pending status is the default and indicates that the textbook data being entered 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 and this message displays: “Textbooks to be determined”. Select Textbook entry complete when all the instructional materials are entered or there are no instructional materials to be entered to indicate that the textbook data is final. The textbook data becomes available to all users, including students and visitors. Select this check box if no textbooks are to be assigned to the class section. 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. Enter the Title for the Course Material.

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Faculty Self Service Reference Guide Field Search (button)

Price Author ISBN Currency Code Publisher Edition Year Published Course Material Notes Special Instructions

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. Enter the recommended retail price. Enter one of the originators or creators of the instructional material. Enter the ISBN number (if applicable) for the Course Material. Enter or lookup the currency code. (Keep the default value of USD : United States Dollar) Enter the name of the organization or corporation that produced the instructional material. Enter the reference that indicates which version is selected. Enter the year that the course material edition was published. If needed, enter notes for the course material type. If needed, enter any special instruction that should be displayed in the schedule of classes.

Click the save button.

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Topic 2: View Textbook Summary Instructors may view instructional materials for their assigned classes. View Textbook Summary may be found by navigating to: Self Service > Faculty Center > My Schedule.

Step Summary To view the textbook summary: 1. Navigate to the My Schedule component. 2. Click the View Textbook Summary link.

Detailed Information Navigate to: Self Service > Faculty Center > My Schedule. Name

The following table describes the fields and links on the My Schedule page of the Faculty Center component: Field Change term View Personal Data Summary View Textbook Summary

My Exam Schedule

Description Changes the term that is being displayed in the class schedule and exam schedule sections. Hyperlink to the instructor’s Personal Data Summary page. Hyperlink to a list of this instructor’s teaching assignments with details of learning support materials by class. Displays pending textbook information to administrators, instructors and advisors only. Displays the instructor’s exam schedule for the term that is displayed.

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Faculty Self Service Reference Guide Field Show All Classes Show Enrolled Classes Only Class Roster Grade Roster

Learning Management My Teaching Schedule Download (Icon) Class Class Title Enrolled Days & Times Room Class Dates View Weekly Teaching Schedule

Description Displays all of the classes assigned to the instructor for the term that is displayed. Displays classes that have enrolled students. Displays list of all students who enrolled, dropped or withdrew from a specified class section. The printed form used for grading collection or online screen that is used to enter grades into the system. Not in use in CUNYfirst at this time. Summary of class sections to which this user is assigned as an instructor. Click to download this Teaching Schedule in Excel. Displays Class Number Displays Class Title Displays the number of students who have enrolled in the class. Displays the days and times that the class is offered. Displays the class’ room number. First and last day of the month in a year that this class section will convene. Displays the instructor’s teaching schedule for the term displayed.

Click on the View Textbook Summary link to display the Textbook Summary page. Select the Printer Friendly Page link and follow your browser’s prompts to print the textbook summary.

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The following table describes the fields and links on the Textbook Summary page of the Faculty Center component: Field Collapse All

Expand All Return to Faculty Center Printer Friendly Page

Description The Disclosure icon closes the display of all textbooks and other related learning materials and aids. The Disclosure icon displays all textbooks and other related learning materials and aids. Link to go back within CUNYfirst to the previous page. Select this link to display a page designed to be printed using the browser prompts on the computer.

In the example above, the two sections in reality would likely have the same textbooks. In this example, the first section is purposefully without any assigned learning support material to show what is displayed to indicate when it is confirmed that textbook entry is complete and that no textbooks are required.

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Chapter 3: Rosters and Notifications In the Faculty Center, instructors may see any combination of students currently in a class, dropped from a class, or on the wait list for a class using the Class Roster component of Faculty Center. The Class Roster page may also be used to send email notifications to these students. Instructors are required to confirm that an enrolled student has not attended at a timeframe based on the institution using the Verification of Attendance component. At the end of each session, the primary instructor is responsible to submit the completed Grade Roster to the Office of the Registrar. Like the Class Roster, the Grade roster page may also be used to send email notifications to these students.

Chapter Objectives Upon completion of this chapter, the learner will be able to:  view their class roster and send notifications to students on the roster;  prepare and then submit the Verification of Attendance Roster; and  prepare and then submit the Grade Roster and send notifications to students on the roster.

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Topic 1: View/Download/Print Class Roster Instructors view students enrolled in a class, dropped from a class, or on the wait list for a class using the Class Roster component of Faculty Center. In addition to presenting a complete list of students by enrollment status, class rosters also display detailed class information such as course title and number, class section and class number, as well as, class meeting details. The View Class Roster link can be found by navigating to: Self Service > Faculty Center > My Schedule.

Step Summary To view rosters: 1. Navigate to the My Schedule component. 2. Click the Class Roster icon of the selected class. 3. View/select the Download icon or the Printer Friendly Version link.

Detailed Information Navigate to: Self Service > Faculty Center > My Schedule.

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Faculty Self Service Reference Guide The My Teaching Schedule displays for the current term in a table format. NOTE: Class rosters become available as soon as students enroll in the class. If needed, click the change term button to select the desired term. Name

The following table describes the fields and links on the My Schedule page of the Faculty Center component: Field Change term View Personal Data Summary View Textbook Summary

My Exam Schedule Show All Classes Show Enrolled Classes Only Class Roster

Grade Roster

Learning Management

Description Changes the term that is being displayed in the class schedule and exam schedule sections. Hyperlink to the instructor’s Personal Data Summary page. Hyperlink to a list of this instructor’s teaching assignments with details of learning support materials by class. Displays pending textbook information to administrators, instructors and advisors only. Displays the instructor’s exam schedule for the term that is displayed. Displays all of the classes assigned to the instructor for the term that is displayed. Displays classes that have enrolled students. Displays enrollment data of all students who enrolled, dropped or withdrew from a specified class section. The printed form used for grading collection or online screen that is used to enter grades into the system. Not in use in CUNYfirst at this time.

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Faculty Self Service Reference Guide Field My Teaching Schedule Download (Icon) Class Class Title Enrolled Days & Times Room Class Dates View Weekly Teaching Schedule Go to Top

Description Summary of class sections to which this user is assigned as an instructor. Click to download this Teaching Schedule in Excel. Displays Class Number Displays Class Title Displays the number of students who have enrolled in the class. Displays the days and times that the class is offered. Displays the class’ room number. First and last day of the month in a year that this class section will convene. Displays the instructor’s teaching schedule for the term displayed. Select link to return to the top of this page.

To display the Class Details page with Class Details, Meeting Information, Enrollment Information, Class Availability, and Textbook/Other Materials sections, select the Class link as shown in the View Teaching Schedule topic. As a reminder, all information in CUNYfirst is updated in real time. During the enrollment period, numbers in the Class Availability section will vary as students enroll, drop or swap classes.

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Faculty Self Service Reference Guide To view the class roster, click the section number).

Class Roster icon to the left of the Class (course catalog code and

On the Class Roster page in the Enrolled Students section, the roster displays a list of enrolled students in alphabetical order by last and then first name including their: ID (CUNY ID), Name, Grade Basis, Units, Program and Plan, and Level. NOTE: Click a column header to sort the list by that field. Name

ID

Name

ID

Name

ID

Name

ID

Name

ID

Name

ID

Name

ID

Name

ID

Name

ID

Name

ID

Name

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Faculty Self Service Reference Guide The following table describes the fields on the Class Roster page of the Class Roster component: Field change class Days & Times Room Instructor Dates Enrollment Status

Enrollment Capacity

Enrolled Link to Photos Include photos in list Download (icon) Notify Photo ID Name Grade Basis

Units Program and Plan

Level

Select All Clear All Printer Friendly Version

Description Changes the class roster that is displayed. Displays the days and times that the class is offered. Displays the classroom number. Displays the class’ instructor. First and last day of the month in a year that this class section will convene. 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. Not available in CUNYfirst at this time. Not available in CUNYfirst at this time. Click to download this Class Roster in Excel. Click to select students who will receive a communication. Not available in CUNYfirst at this time. The number by which a student is identified in the system. Displays 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. Credit Hours. Identifies the amount of credit that applies to the course. The system displays the student’s academic program (degree program in which a student is active) and academic plan (major or minor). 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. Select this link to display a page designed to be printed using the browser prompts on the computer.

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Faculty Self Service Reference Guide Field notify selected students notify all students

Description Sends and email to all students whose notify checkbox is checked. Sends an email to all students on the class roster.

To view students that are not currently enrolled, select the status you wish to view on the Enrollment Status

dropdown box icon.

For example, if students have dropped the class since it began and prior to the official Withdrawal period (during which a student would receive a grade of W for the course), then select Dropped on the Enrollment Status

dropdown box icon.

NOTE: Refer to the Grade Roster to see the students who have officially withdrawn from the course. To download the roster as an Excel file, click the Download icon on the Enrolled Students title bar. An Excel file with the class roster information will be downloaded automatically to the local computer. NOTE: In your browser, turn off the pop-up blocker. Select the Printer Friendly Version link and follow your browser’s prompts to print the roster. If needed, click the Change Class button to return to the My Teaching Schedule and select other Class Roster icons.

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Topic 2: Send Email Notifications to Students Faculty members are able to send email notifications to the students from the Class Roster page of the Faculty Center. Faculty may simultaneously send the same notice to all students for the class, a selected group of students or a single student. Send Email Notifications to Students is found by navigating to: Self Service > Faculty Center > My Schedule.

Step Summary To Send Email Notifications to Students: 1. Navigate to the My Schedule component. 2. Click the Class Roster icon of the selected class. 3. Select the checkbox of each student to be notified. 4. Select either the notify selected advisees button or the notify all advisees button. 5. Enter the message in the Message Text box. 6. Click the Send Notification button.

Detailed Information Navigate to: Self Service > Faculty Center > My Schedule.

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Faculty Self Service Reference Guide The My Teaching Schedule displays for the current term in a table format. NOTE: Class rosters become available as soon as students enroll in the class. If needed, click the change term button to select the desired term. Name

The following table describes the fields and links on the My Schedule page of the Faculty Center component: Field Change term View Personal Data Summary View Textbook Summary

My Exam Schedule Show All Classes Show Enrolled Classes Only Class Roster

Grade Roster

Learning Management

Description Changes the term that is being displayed in the class schedule and exam schedule sections. Hyperlink to the instructor’s Personal Data Summary page. Hyperlink to a list of this instructor’s teaching assignments with details of learning support materials by class. Displays pending textbook information to administrators, instructors and advisors only. Displays the instructor’s exam schedule for the term that is displayed. Displays all of the classes assigned to the instructor for the term that is displayed. Displays classes that have enrolled students. Displays enrollment data of all students who enrolled, dropped or withdrew from a specified class section. The printed form used for grading collection or online screen that is used to enter grades into the system. Not in use in CUNYfirst at this time.

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Faculty Self Service Reference Guide Field My Teaching Schedule Download (Icon) Class Class Title Enrolled Days & Times Room Class Dates View Weekly Teaching Schedule Go to Top

Description Summary of class sections to which this user is assigned as an instructor. Click to download this Teaching Schedule in Excel. Displays Class Number Displays Class Title Displays the number of students who have enrolled in the class. Displays the days and times that the class is offered. Displays the class’ room number. First and last day of the month in a year that this class section will convene. Displays the instructor’s teaching schedule for the term displayed. Select link to return to the top of this page.

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Faculty Self Service Reference Guide To view the class roster, click the section number).

Class Roster icon to the left of the Class (course catalog code and

On the Class Roster page in the Enrolled Students section, the roster displays a list of enrolled students in alphabetical order by last and then first name including their: ID (CUNY ID), Name, Grade Basis, Units, Program and Plan, and Level. NOTE: Click a column header to sort the list by that field. Name

ID

Name

ID

Name

ID

Name

ID

Name

ID

Name

ID

Name

ID

Name

ID

Name

ID

Name

ID

Name

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Faculty Self Service Reference Guide The following table describes the fields on the Class Roster page of the Class Roster component: Field change class Days & Times Room Instructor Dates Enrollment Status

Enrollment Capacity

Enrolled Link to Photos Include photos in list Download (icon) Notify Photo ID Name Grade Basis

Units Program and Plan

Level

Select All Clear All Printer Friendly Version

Description Changes the class roster that is displayed. Displays the days and times that the class is offered. Displays the classroom number. Displays the class’ instructor. First and last day of the month in a year that this class section will convene. 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 total number of students enrolled in the course. Not available in CUNYfirst at this time. Not available in CUNYfirst at this time. Click to download this Class Roster in Excel. Click to select students who will receive a communication. Not available in CUNYfirst at this time. The number by which a student is identified in the system. Displays 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. Credit Hours. Identifies the amount of credit that applies to the course. The system displays the student’s academic program (degree program in which a student is active) and academic plan (major or minor). 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. Select this link to display a page designed to be printed using the browser prompts on the computer.

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Faculty Self Service Reference Guide Field notify selected students notify all students

Description Sends and email to all students whose notify checkbox is checked. 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 Click the notify selected students button.

checkbox icon of each student to be sent a notification.

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Faculty Self Service Reference Guide In the Message Text box, enter the body of the notice. Name

Name

Sender Email Address Sender Copy Email Address

Student Email Addresses

Name

The following table describes the fields on the Send Notification page of the Class Roster component: Field From To CC BCC Subject

Description Identifies the recipients. Identifies other recipients to receive copies of the notification. Identifies additional recipients undisclosed to all other recipients of the notification. The central topic of the notification. The body of the notification.

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Faculty Self Service Reference Guide Field

Description The button selected to forward the notification to the recipients via the default email client. Identifies the recipients. Link to go back within CUNYfirst to the previous page.

Message Text Send Notification Return to Class Roster

Click the Send Notification button. View Send Notification Result. Name Name

Email Addresses

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

Description Lists people to whom the email was sent whether or not the email will be received. Link to go back within CUNYfirst to the previous page.

As needed, click the Return to Class Roster link to return to the Class Roster page. As needed, click the Change Class button to return to the My Teaching Schedule and select other Class Roster icons.

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Topic 3: Verification of Attendance Rosters For classes with both a graded component and enrolled students, instructors confirm that an enrolled student has not attended at a timeframe based on the institution.

Procedure 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. Verification of Attendance Rosters is found by navigating to: Self Service > Faculty Center > Verification of Attendance Rosters

Step Summary To verify the Attendance Roster: 1. Navigate to the Verification of Attendance Rosters component. 2. If applicable, select the term. 3. Click the Verification of Attendance Roster icon of the selected class. 4. Select the radio button of No, never attended for each student to whom that applies. 5. Click the Save button. 6. Click the Submit button.

Detailed Information Navigate to: Self Service > Faculty Center > Verification of Attendance Rosters.

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Faculty Self Service Reference Guide On the Select Term page, select a Term radio button. Name

The following table describes the fields and links on the Select Term page of the Verification of Attendance Rosters component: Field Continue Term

Institution

Description Select this button to move to the selected Term and Institution. Describes a period of time in which classes are scheduled and students register and statistics are calculated. A specific college within CUNY, identified by an alphanumeric code. CUNYfirst automatically populates the academic institution, which refers to the academic institution that owns the student's academic program.

Click either of the Continue buttons.

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Faculty Self Service Reference Guide The Verification of Attendance Rosters page for that term displays a list of all the faculty member’s classes that require verification of attendance for the term. Each row contains the following columns: Class Data (subject, catalog number, class number, and description), Enrolled (number of students enrolled), Career (undergraduate or graduate course), Submitted (indicator, yes or no, for roster submission), Roster Due Dates (period during which roster can be submitted), Remaining Days (numbers of days left to submit the roster). NOTE: If the roster availability dates have either passed or are in the future, then this message displays: **Verification rosters are not available.** Name

The following table describes the fields and links on the Verification of Attendance Rosters page of the Verification of Attendance Rosters component: Field Change term Class Data Enrolled Career

Submitted Roster Due Dates Remaining Days

Click the verification of attendance roster

Description Click on this button to select another term of Verification of Attendance Rosters. Displays the Course Code, Class Number, and Course Title as shown in the Catalog. Total number of students that enrolled in this class section. All coursework a student undertakes at an academic institution and that is grouped into a single student record. Displays whether the completed roster has been sent into workflow. The period in which the completed roster may be submitted. The number of days left in which to submit the completed roster. icon for the appropriate class.

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Faculty Self Service Reference Guide NOTE: The roster contains only students who are enrolled for the class. No dropped or withdrawn students are listed on the roster. The default value for the attendance radio button is Yes, attended. Select the No, never attended radio button for any student that has never attended the class up to the 20% point in the term/session.

ID

Name

ID

Name

ID

Name

ID

Name

ID

Name

ID

Name

ID

Name

ID

Name

ID

Name

ID

Name

The following table describes the fields and links on the Verification of Attendance Roster page of the Verification of Attendance Rosters component: Field CUNY ID Last Name, First Name Yes, attended

Description The number by which a student is identified in the system. The name of record for each enrolled student in this class section. The default position for each student shown on the roster.

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Faculty Self Service Reference Guide Field No, never attended

Description The position to select for each enrolled student that has not been in attendance at any class meeting of the term.

Click the save button. NOTE: If you make changes to the roster, but have not yet completed it, then you may save the roster and return later to complete and submit the roster. Once the attendance roster is completed, click the submit button. This message displays: **This roster has been submitted to the Registrar.** NOTE: Clicking the SUBMIT button disables the roster for any future changes.

ID

Name

ID

Name

The following table describes the fields and links on the Verification of Attendance Roster page of the Verification of Attendance Rosters component: Field **This roster has been submitted to the Registrar.**

Description Confirmation message.

As needed, Student Records is able to edit a submitted roster.

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Chapter 4: Grading and Grade Rosters Using the Grade Roster component of their Self Service, Faculty listed in the Schedule of Classes enter, review and submit approved final grades for posting by the Registrar. Instructors may also use the Grade Roster component to view grades.

Chapter Objectives Upon completion of this chapter, the learner will be able to:  view their grade roster; as well as, enter and submit grades for posting.

Policy Grade rosters are generated by Student Records 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 processing. 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. Grades are posted to student record by the Registrar’s Office after they are approved and submitted by the faculty.

Procedure 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. Typically the Office of the Registrar (or another designated campus unit) creates and makes available Grade Rosters for Faculty to enter, review, and approve grades for their course/s. In your Teaching Schedule, click the Grade Roster icon to the left of the course catalog code and section number to go to the Grade Roster page. The roster displays a list of twenty enrolled students per page in alphabetical order by last and then first name. The grading process progresses through the Grade Roster Action: *Approval Status menu that offers the following three options: Not Reviewed In order to enter grades, the approval status of ‘Not Reviewed’ must be selected and then saved. In the Roster Grade column, grades for that student’s grading basis appear on the dropdown box menu for you to select and save. As long as the approval status is “Not Reviewed”, you may return to the grade roster to add or change grades. Note that a student may already display an administratively assigned grade; typically this is a ‘W’ grade assigned as a result of withdrawing from the class.

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Faculty Self Service Reference Guide Ready for Review Secondary Instructors select and save the ‘Ready for Review’ status to complete their part of the grading process. Once Ready for Review is saved, then a Secondary Instructor may not change the assigned grades. Approved Only Primary Instructors may select and save the ‘Approved’ status indicating the roster is ready to be posted by the Office of the Registrar. Until the grades are posted, a Primary Instructor may change the status to Not Reviewed and save to change grades. Once posted, grades appear in the Official Grade column.

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Topic 1: Grading Using the Grade Roster component of their Self Service, Faculty listed in the Schedule of Classes enter, review and submit approved final grades for posting by the Registrar. The Grade Roster icon can be found by navigating to: Self Service > Faculty Center > My Schedule.

Step Summary To enter and submit grades: 1. Navigate to the My Schedule component. 2. Click the Grade Roster icon of the selected class. 3. Select the Approval Status of Not Reviewed and click the Save button. 4. Enter the grades in the Roster Grade field. 5. Select the Approval Status of Ready for Review and click the Save button. 6. Select the Approval Status of Not Reviewed and click the Save button. 7. Change grades as needed. 8. Select the Approval Status of Approved and click the Save button. 9. Click the Submit button.

Detailed Information Navigate to: Self Service > Faculty Center > My Schedule.

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Faculty Self Service Reference Guide The My Teaching Schedule displays for the current term in a table format.

The following table describes the fields and links on the My Schedule page of the Faculty Center component: Field Change term View Personal Data Summary View Textbook Summary

My Exam Schedule Show All Classes Show Enrolled Classes Only Class Roster

Grade Roster

Learning Management My Teaching Schedule Download (Icon) Class Class Title Enrolled Days & Times

Description Changes the term that is being displayed in the class schedule and exam schedule sections. Hyperlink to the instructor’s Personal Data Summary page. Hyperlink to a list of this instructor’s teaching assignments with details of learning support materials by class. Displays pending textbook information to administrators, instructors and advisors only. Displays the instructor’s exam schedule for the term that is displayed. Displays all of the classes assigned to the instructor for the term that is displayed. Displays classes that have enrolled students. Displays enrollment data of all students who enrolled, dropped or withdrew from a specified class section. The printed form used for grading collection or online screen that is used to enter grades into the system. Not in use in CUNYfirst at this time. Summary of class sections to which this user is assigned as an instructor. Click to download this Teaching Schedule in Excel. Displays Class Number Displays Class Title Displays the number of students who have enrolled in the class. Displays the days and times that the class is offered.

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Faculty Self Service Reference Guide Field Room Class Dates View Weekly Teaching Schedule Go to Top To view the grade roster, click the Grade Roster and section number).

Description Displays the class’ room number. First and last day of the month in a year that this class section will convene. Displays the instructor’s teaching schedule for the term displayed. Select link to return to the top of this page. icon to the left of the Class (course catalog code

On the Grade Roster page in the Student Grade area, the roster displays a list of enrolled students in alphabetical order by last and then first name including their: ID (CUNY ID), Name, Roster grade, Official Grade, Grade Basis, Program and Plan, and Level. NOTE: Click a column header to sort the list by that field.

ID

Name

ID

Name

ID

Name

ID

Name

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Faculty Self Service Reference Guide The following table describes the fields on the Grade Roster page of the Grade Roster component: Field View FERPA Statement change class Days & Times Room Instructor Dates *Grade Roster Type

*Approval Status

Save

Display Unassigned Roster Grade Only ID Name Roster Grade Official Grade Grade Basis

Units Program and Plan

Level

View All Download Select All Clear All

Description Select this icon to display CUNY policy on FERPA. Click to display the grade roster of another course. Displays the days and times that the class is offered. Displays the classroom number. Displays the class’ instructor. First and last day of the month in a year that this class section will convene. Select whether the grade roster will record midterm or final grades. At the present time the Grade Roster Type is always final grade. Select the status of the final grade roster from the drop-down. Values are “Approved”, “Not “Reviewed”, and “Ready for Review”. Click this button to move entered data from a temporary area or buffer to a more permanent storage medium or server. To record your modifications to the record, save the data. Select this checkbox to display only those rows in which a grade has not yet been entered. The number by which a student is identified in the system. Displays student’s name. Enter the roster grade for each student. This column only displays after the grades are posted by the Office of the Registrar. 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. Credit Hours. Identifies the amount of credit that applies to the course. The system displays the student’s academic program (degree program in which a student is active) and academic plan (major or minor). Indication of student progress based on units completed, e.g. Upper Freshman, Lower Junior, etc. Select this button to display all of the students enrolled in the class on one page. Click to download this Grade Roster in Excel. Selects the notify checkbox for all students. Clears the notify checkbox for all students.

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Faculty Self Service Reference Guide Field Printer Friendly Version

add this grade to selected students

notify selected students notify all students Save

Request Grade Change

Description Select this link to display a page designed to be printed using the browser prompts on the computer. All students for whom the same grade will be submitted to the Registrar may be more easily entered by selecting the checkbox of each of those students and then selecting the add this grade to selected students button. Sends an email to all students whose notify checkbox is checked. Sends an email to all students on the class roster. Click this button to move entered data from a temporary area or buffer to a more permanent storage medium or server. To record your modifications to the record, save the data. Click to submit grade change requests. The link appears after grades are posted.

The default display shows the first twenty students. To see every student on the grade roster, click the View All link below the last row.

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Faculty Self Service Reference Guide On the Grade Roster Action: *Approval Status menu, select Not Reviewed on the icon.

dropdown box

NOTE: In order to enter grades, the approval status must be “Not Reviewed”. Click the Save button. In the Roster Grade column, assign a grade to each student using the

dropdown box icon.

NOTE: Choose the correct grade for each student’s Grade Basis and performance on that basis. NOTE: A student may already display an administratively assigned grade; typically this is a ‘W’ grade assigned as a result of withdrawing from the class.

ID

Name

ID

Name

ID

Name

ID

Name

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Faculty Self Service Reference Guide The following table describes the fields on the Grade Roster page of the Grade Roster component: Field View FERPA Statement change class Days & Times Room Instructor Dates *Grade Roster Type

*Approval Status

Save

Display Unassigned Roster Grade Only ID Name Roster Grade Official Grade Grade Basis

Units Program and Plan

Level

View All Download Select All Clear All

Description Select this icon to display CUNY policy on FERPA. Click to display the grade roster of another course. Displays the days and times that the class is offered. Displays the classroom number. Displays the class’ instructor. First and last day of the month in a year that this class section will convene. Select whether the grade roster will record midterm or final grades. At the present time the Grade Roster Type is always final grade. Select the status of the final grade roster from the drop-down. Values are “Approved”, “Not “Reviewed”, and “Ready for Review”. Click this button to move entered data from a temporary area or buffer to a more permanent storage medium or server. To record your modifications to the record, save the data. Select this checkbox to display only those rows in which a grade has not yet been entered. The number by which a student is identified in the system. Displays student’s name. Enter the roster grade for each student. This column only displays after the grades are posted by the Office of the Registrar. 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. Credit Hours. Identifies the amount of credit that applies to the course. The system displays the student’s academic program (degree program in which a student is active) and academic plan (major or minor). Indication of student progress based on units completed, e.g. Upper Freshman, Lower Junior, etc. Select this button to display all of the students enrolled in the class on one page. Click to download this Grade Roster in Excel. Selects the notify checkbox for all students. Clears the notify checkbox for all students.

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Faculty Self Service Reference Guide Field Printer Friendly Version

add this grade to selected students

notify selected students notify all students Save

Description Select this link to display a page designed to be printed using the browser prompts on the computer. All students for whom the same grade will be submitted to the Registrar may be more easily entered by selecting the checkbox of each of those students and then selecting the add this grade to selected students button. Sends an email to all students whose notify checkbox is checked. Sends an email to all students on the class roster. Click this button to move entered data from a temporary area or buffer to a more permanent storage medium or server. To record your modifications to the record, save the data.

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Faculty Self Service Reference Guide Click the save button. NOTE: You may save a roster as many times as you wish. It is recommended that you save early and save often. As long as the approval status is “Not Reviewed”, then may return to the grade roster to add or change grades. On the Grade Roster Action: *Approval Status menu, select Ready for Review on the box icon.

dropdown

NOTE: Secondary Instructors select Ready for Review to complete their part of the grading process. Once Ready for Review is saved, then a Secondary Instructor may not change grades. Please be certain that you are ready to forward your input on grades before choosing Ready for Review.

ID

Name

ID

Name

ID

Name

ID

Name

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Faculty Self Service Reference Guide The following table describes the fields on the Grade Roster page of the Grade Roster component: Field View FERPA Statement change class Days & Times Room Instructor Dates *Grade Roster Type

*Approval Status

Save

Display Unassigned Roster Grade Only ID Name Roster Grade Official Grade Grade Basis

Units Program and Plan

Level

View All Download Select All Clear All

Description Select this icon to display CUNY policy on FERPA. Click to display the grade roster of another course. Displays the days and times that the class is offered. Displays the classroom number. Displays the class’ instructor. First and last day of the month in a year that this class section will convene. Select whether the grade roster will record midterm or final grades. At the present time the Grade Roster Type is always final grade. Select the status of the final grade roster from the drop-down. Values are “Approved”, “Not “Reviewed”, and “Ready for Review”. Click this button to move entered data from a temporary area or buffer to a more permanent storage medium or server. To record your modifications to the record, save the data. Select this checkbox to display only those rows in which a grade has not yet been entered. The number by which a student is identified in the system. Displays student’s name. Enter the roster grade for each student. This column only displays after the grades are posted by the Office of the Registrar. 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. Credit Hours. Identifies the amount of credit that applies to the course. The system displays the student’s academic program (degree program in which a student is active) and academic plan (major or minor). Indication of student progress based on units completed, e.g. Upper Freshman, Lower Junior, etc. Select this button to display all of the students enrolled in the class on one page. Click to download this Grade Roster in Excel. Selects the notify checkbox for all students. Clears the notify checkbox for all students.

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Faculty Self Service Reference Guide Field Printer Friendly Version

add this grade to selected students

notify selected students notify all students Save

Description Select this link to display a page designed to be printed using the browser prompts on the computer. All students for whom the same grade will be submitted to the Registrar may be more easily entered by selecting the checkbox of each of those students and then selecting the add this grade to selected students button. Sends an email to all students whose notify checkbox is checked. Sends an email to all students on the class roster. Click this button to move entered data from a temporary area or buffer to a more permanent storage medium or server. To record your modifications to the record, save the data.

Primary Instructors, if your review of the Grade Roster identifies a need to add or change a grade, then on the Grade Roster Action: *Approval Status menu, select Not Reviewed on the dropdown box icon. NOTE: In order to add or change grades, the approval status must be “Not Reviewed”. In the Display Options area, select the Display Unassigned Roster Grade Only checkbox icon to view only those students for whom no grade has been entered. As needed in the Roster Grade column, add or change a grade for students using the icon.

dropdown box

Click the save button. After a grade is entered and reviewed for every student on the roster, then on the Grade Roster Action: *Approval Status menu, select Approved on the

dropdown box icon.

NOTE: Please be certain that you are ready to submit your grades before choosing Approved. NOTE: Primary Instructors may change grades until the grades are posted. NOTE: A Grade Roster cannot be approved unless a grade has been assigned to every student on the roster.

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Faculty Self Service Reference Guide Name

ID

Name

ID

Name

ID

Name

ID

Name

The following table describes the fields on the Grade Roster page of the Grade Roster component: Field View FERPA Statement change class Days & Times Room Instructor Dates

Description Select this icon to display CUNY policy on FERPA. Click to display the grade roster of another course. Displays the days and times that the class is offered. Displays the classroom number. Displays the class’ instructor. First and last day of the month in a year that this class section will convene.

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Faculty Self Service Reference Guide Field *Grade Roster Type

*Approval Status

Save

Display Unassigned Roster Grade Only ID Name Roster Grade Official Grade Grade Basis

Units Program and Plan

Level

View All Download Select All Clear All Printer Friendly Version

add this grade to selected students

notify selected students notify all students

Description Select whether the grade roster will record midterm or final grades. At the present time the Grade Roster Type is always final grade. Select the status of the final grade roster from the drop-down. Values are “Approved”, “Not “Reviewed”, and “Ready for Review”. Click this button to move entered data from a temporary area or buffer to a more permanent storage medium or server. To record your modifications to the record, save the data. Select this checkbox to display only those rows in which a grade has not yet been entered. The number by which a student is identified in the system. Displays student’s name. Enter the roster grade for each student. This column only displays after the grades are posted by the Office of the Registrar. 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. Credit Hours. Identifies the amount of credit that applies to the course. The system displays the student’s academic program (degree program in which a student is active) and academic plan (major or minor). Indication of student progress based on units completed, e.g. Upper Freshman, Lower Junior, etc. Select this button to display all of the students enrolled in the class on one page. Click to download this Grade Roster in Excel. Selects the notify checkbox for all students. Clears the notify checkbox for all students. Select this link to display a page designed to be printed using the browser prompts on the computer. All students for whom the same grade will be submitted to the Registrar may be more easily entered by selecting the checkbox of each of those students and then selecting the add this grade to selected students button. Sends an email to all students whose notify checkbox is checked. Sends an email to all students on the class roster.

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Faculty Self Service Reference Guide Field Save

Description Click this button to move entered data from a temporary area or buffer to a more permanent storage medium or server. To record your modifications to the record, save the data.

Click the save button. You have successfully approved your grade roster and it is ready to be posted by the office of registrar. NOTE: Grades appear in the Official Grade column once they are posted by the Office of Registrar. To download the Grade Roster, click the Download link under the Grade Roster. The roster information will be downloaded automatically to the local computer. NOTE: In your browser, turn off the pop-up blocker. Select the Printer Friendly Version link and follow your browser’s prompts to print the grade roster. If needed, click the change class button to return to the My Teaching Schedule and select other Grade Roster icons.

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Topic 2: View Grades Using the Grade Roster Instructors use the grade roster to view grades. The Grade Roster icon can be found by navigating to: Self Service > Faculty Center > My Schedule.

Step Summary To view a grade roster: 1. Navigate to the My Schedule component. 2. Click the Grade Roster icon of the selected class.

Detailed Information Navigate to: Self Service > Faculty Center > My Schedule.

The My Teaching Schedule displays for the current term in a table format.

The following table describes the fields and links on the My Schedule page of the Faculty Center component: Field Change term View Personal Data Summary

Description Changes the term that is being displayed in the class schedule and exam schedule sections. Hyperlink to the instructor’s Personal Data Summary page.

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Faculty Self Service Reference Guide Field View Textbook Summary

My Exam Schedule Show All Classes Show Enrolled Classes Only Class Roster

Grade Roster

Learning Management My Teaching Schedule Download (Icon) Class Class Title Enrolled Days & Times Room Class Dates View Weekly Teaching Schedule Go to top To view the grade roster, click the and section number).

Description Hyperlink to a list of this instructor’s teaching assignments with details of learning support materials by class. Displays pending textbook information to administrators, instructors and advisors only. Displays the instructor’s exam schedule for the term that is displayed. Displays all of the classes assigned to the instructor for the term that is displayed. Displays classes that have enrolled students. Displays enrollment data of all students who enrolled, dropped or withdrew from a specified class section. The printed form used for grading collection or online screen that is used to enter grades into the system. Not in use in CUNYfirst at this time. Summary of class sections to which this user is assigned as an instructor. Click to download this Teaching Schedule in Excel. Displays Class Number Displays Class Title Displays the number of students who have enrolled in the class. Displays the days and times that the class is offered. Displays the class’ room number. First and last day of the month in a year that this class section will convene. Displays the instructor’s teaching schedule for the term displayed. Select link to return to the top of this page. Grade Roster icon to the left of the Class (course catalog code

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Faculty Self Service Reference Guide The Grade Roster of the selected class displays.

ID

Name

ID

Name

ID

Name

ID

Name

The following table describes the fields on the Grade Roster page of the Grade Roster component: Field Change term View Personal Data Summary View Textbook Summary

My Exam Schedule Show All Classes

Description Changes the term that is being displayed in the class schedule and exam schedule sections. Hyperlink to the instructor’s Personal Data Summary page. Hyperlink to a list of this instructor’s teaching assignments with details of learning support materials by class. Displays pending textbook information to administrators, instructors and advisors only. Displays the instructor’s exam schedule for the term that is displayed. Displays all of the classes assigned to the instructor for the term that is displayed.

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Faculty Self Service Reference Guide Field Show Enrolled Classes Only Class Roster

Grade Roster

Learning Management My Teaching Schedule Download (Icon) Class Class Title Enrolled Days & Times Room Class Dates View Weekly Teaching Schedule Go to Top

Description Displays classes that have enrolled students. Displays enrollment data of all students who enrolled, dropped or withdrew from a specified class section. The printed form used for grading collection or online screen that is used to enter grades into the system. Not in use in CUNYfirst at this time. Summary of class sections to which this user is assigned as an instructor. Click to download this Grade Roster in Excel. Displays Class Number Displays Class Title Displays the number of students who have enrolled in the class. Displays the days and times that the class is offered. Displays the class’ room number. First and last day of the month in a year that this class section will convene. Displays the instructor’s teaching schedule for the term displayed. Select link to return to the top of this page.

To download the Grade Roster, click the Download link under the Grade Roster. The roster information will be downloaded automatically to the local computer. NOTE: In your browser, turn off the pop-up blocker. Select the Printer Friendly Version link and follow your browser’s prompts to print the grade roster. As needed, click the change class button to return to the My Teaching Schedule and select other Grade Roster icons.

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Appendix A: CUNYfirst 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

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).

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Faculty Self Service Reference Guide Term Auto Populate

Billing Careers

Block/Allow Enrollment 3 C’s Communications Record Comments Checklists

Campus Career Catalog Number Checklist

Checklist Item

Class

Class Associations

Comment Category

Communications Record

Description 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 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.

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Faculty Self Service Reference Guide Term 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

Description 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.

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Faculty Self Service Reference Guide Term Enrollment Requirement Group

Expected Graduate Term Faculty Center Grade Roster

Graded Component

IF Statement

Instruction Mode Legacy

Letter Generation

Location

Matriculation

Metadata

Description 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 manage 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 PeopleSoft is 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. Location 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.

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Faculty Self Service Reference Guide Term Milestones

Person Record

Planner

Program Action

Program Status

Purge Process Repeat Checking

Requisites Report Reserve capacities Run Control ID Search/Match

Description 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 an 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 you 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.

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Faculty Self Service Reference Guide Term Service Impact

Service Indicator

Service Impact

Session Set Letter Code 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

Description 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. 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.

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Faculty Self Service Reference Guide Term Transcript Status Transfer To

Term

Term Activation

Term Roll

Term Short Description Units Update Access Variable Data

Visa/Permit Data

Wait List

Description 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 you 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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Appendix B: CUNYfirst Icons Positive Service Add a Row

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 Indicator

Service

Open

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