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Registration-Department Training

Registration-Department Training. Agenda – Day 1. ISIS Overview ISIS Academic Structure Viewing Course & Class Information Student Center Admin View Quick Admit Enrollment Appointments Enrollment via Quick Enroll View Student Enrollment. Agenda – Day 2. Student Groups

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Registration-Department Training

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  1. Registration-Department Training

  2. Agenda – Day 1 • ISIS Overview • ISIS Academic Structure • Viewing Course & Class Information • Student Center Admin View • Quick Admit • Enrollment Appointments • Enrollment via Quick Enroll • View Student Enrollment

  3. Agenda – Day 2 • Student Groups • Service Indicators • Transfer Credit • Term Information • Withdrawing or Canceling a Student • Term Activation • View Student Information • Managing Advisors • Advising Center

  4. ISIS is… • A comprehensive suite of software that allows users to manage the entire student life-cycle • A browser-based system also provides users with 24/7 access to real-time information that is captured • Composed of five components and the software that ties them together: • Campus Solutions (The primary component) • Customer Relationship Management (CRM) • Electronic Document Management (Singularity) • Degree Audit Reporting System (DARS) • EPM/Data Warehouse

  5. ISIS Basic Concepts – General Navigation Main Menu Navigation Pane Universal Navigation Header

  6. ISIS Basic Concepts – General Navigation • What you see is what you get. The folders and subfolders you see depends upon your security role in ISIS. • You can’t go Back. Do not use the back button in the upper left corner your browser to return to a previously viewed screen. Instead, click on the folder, subfolder or component you wish to reach in the Main Menu or Navigation Pane.

  7. ISIS Basic Concepts – Navigating Data Navigate to first row of data Navigate to last row of data Add/Delete rows of data Navigate between rows of data

  8. ISIS Basic Concepts - Searches • Basic search: Allows you to enter search criteria for a single field • Advanced search: Allows you to narrow your search results by searching on multiple fields and by using a variety of search operators • In the Advanced Search view, a link to Basic Search is available • In the Basic Search view, a link to return to Advanced Search is available

  9. ISIS Basic Concepts – Effective Dating • Effective Dating … • Ties a specific date to rows of information in the system. • Enables you to maintain a complete chronological history of all your data and tables. • Keeps data maintenance and keystrokes to a minimum while maintaining its integrity (consistency).

  10. ISIS Basic Concepts – Effective Dating • How does Effective Dating work? • When you insert a new row into an effective-dated record, the system copies the contents of the existing row into the new row so that you don't have to retype any information that might be the same. • The only change to the information you see is the effective date, which defaults to the system date (usually the current date). • You then can change any of the information as needed, including the effective date, to update the record.

  11. Basic ISIS Concepts – Effective Dating • To make the data become effective immediately: Enter the current date. • To make the data become effective in the future: Enter a future date. • The table below illustrates the relationship of future, current, and past effective dates: Current System Date: July 12, 2009

  12. Academic Structure • Foundation of the ISIS system • Group of setup tables that defines the University of Colorado to the system • Represent CU’s logical and physical structure. • Two interrelated parts: • Structure that defines a student’s program of study (campus, college or school, major) • Structure that defines courses and classes and the departments that own them

  13. Academic Structure – Student

  14. Academic Structure – Course/Class Structure • Academic Organizations: • Units that define how an academic institution is organized • Subject areas and courses are attached to academic organizations • Used to structure security for the course catalog • Examples: departments, schools, and colleges • Academic Groups: • Highest-level division within an academic institution for administering courses • Used to define catalog numbers and standard meeting patterns • Examples: schools and colleges

  15. Academic Structure – Course/Class Structure • Subject Areas: • Specific areas of instruction within academic organizations in which courses are offered • Courses: • Instruction a student receives in a particular subject area • Represent what is being taught, the structure for reporting, the credit awarded for successful study, and how it will be presented • Classes: • Specific instances of a course at a defined time and place within a particular term • Students enroll into classes

  16. Academic Structure – Course/Class

  17. Term/Session Table • Defines each term for an institution and a career and the session(s) within those terms • Shows definition information about the term, such as: • Term code • Start and end dates • Weeks of instructions • Holiday schedule • Dates term displays enrollment and shopping cart in self service • Four-digit term code structure • first digit = the century (2 for 2000) • the second and third digit = the year (10 for 2010) • fourth digit = the term ( 7=Fall 1=Spring 4=Summer)

  18. Academic Calendars • Defined by: • Academic Institution • Academic Career • Academic Term • Determine key dates in the term and associated sessions, such as: • Last date a student can cancel or withdraw • Census date • Show enrollment or statistics on transcript

  19. Viewing Course & Class Information • Two ways to view Course Catalog: • Browse the Course Catalog - browse courses by subject and see the description and scheduled classes for this course by term • Course Catalog component - view detailed information about a course such as offerings, components, grading basis, prerequisites, and restrictions

  20. Viewing Course & Class Information • Course Pre-requisites and Requisites • Referred to as Enrollment Requirement Groups • Requisites will be built at the catalog level for fall 2010 by Academic Scheduling. These can also be built at the class level in Adjust Class Associations. • Pre-requisite pilot will take place in fall 2010 for only 50 classes • Pre-requisite or requisite information will show up within the long description of the course. Although the student will view this information unless these are built in ISIS no validation that a student meets these will occur in enrollment.

  21. Viewing Course & Class Information • Searching for classes • Administrator View • Student View – additional search criteria added • Identifying Continuing Education and Main Courses • Session • Campus

  22. Class Permissions • Numbers associated with a class and assigned to students at enrollment time to override specific enrollment requirement • Allow a student to add a class • Must be used by expiration date • Do not override overall student limitation rules (such as maximum number of units)

  23. Class Permissions • Student Specific Permission Numbers - instructors or authorized staff can indicate the student’s ID, allowing the student to enroll without a permission number • We have asked departments to NOT use this as of “go-live” as it is easy to enroll a student in a controlled enrollment course. This was a recommendation of the academic administrators. • It was approved for some graduate departments to use these for dissertation, thesis and candidate for degree units (if they so choose).

  24. Class Rosters • View a roster for an individual class

  25. Student Center Admin View • Student Center/Academics • General Information

  26. Quick Admit • Used to quickly add a student to the system • Allows you to enter the students: • Biographical information • Residency • Program/plan information • Activates student in the selected term, bypassing Admissions • Used when adding non-degree and non-credit students • Important to conduct a Search/Match to verify this person is not already in the system

  27. Enrollment • Process by which a student signs up for classes within a term • Two methods: • Administratively, manually for an individual student • By the student, via the Student Center • Students will complete the majority of enrollment via the Student Center • Individual manual enrollment can be used to override restrictions • Block enrollment allows you to enroll a pre-defined list of students into a pre-defined set of classes

  28. Enrollment Appointments • Enrollment appointments define the date range in which a student can enroll • A student must have an enrollment appointment to enroll within a term • Appointments are assigned: • In batch • Manually

  29. Assign Enrollment Appointments Manually • Use the Student Enrollment Appointment component to assign appointments and appointment limits to an individual student

  30. Enrollment • Use the Quick Enroll component to: • Add a class • Drop a class • Swap two classes • Add a student to the wait list • Remove a student from the wait list • Override enrollment errors

  31. Add, Drop, or Swap a Class • Students can change their enrollment until the add/drop deadline. Enrollment limits are set for the first enrollment period but can change during open enrollment (sometimes up to 21 units). • A student is not dropped from their current class until they get enrolled in the class they wish to swap for. Pre-requisites and reqs aren’t checked until the swap process starts. • There is no prompt that a class is for variable credit; it will just enroll the student in the minimum units unless you change the units prior to hitting the “submit” button.

  32. Managing Enrollment Errors • If you encounter errors when enrolling a student, you can override certain restrictions to complete the add, drop, or swap • You may only override restrictions if you have the access to do this today in SIS.

  33. Managing Wait Lists • There are two types of wait lists: • Automated • If a class is set up to allow wait lists, students on the waitlist will roll in automatically as space opens in the class…process will run approximately every 15 minutes • Resequenced • A resequence process runs each night to resequence the students on the wait list and move students into open seats based on the wait list priorities set on the course section.

  34. Managing Wait Lists • Ability for students to waitlist for multiple sections of a class; if student gets enrolled in a section, they are automatically dropped from the waitlists on the other sections • Can select class to drop if student is enrolled from the waitlist • If a student doesn’t meet an enrollment requirement set at the SECTION level, student can still waitlist for the class but won’t get in. The system is only validating at the catalog level.

  35. Managing Wait Lists • When using the CU Wait List Reseq Class Roster you can manually: • Adjust a student’s position on the wait list (resequence type waitlists only). The nightly resequencing process will adjust his or her position • If course has multiple components (lecture, recitation and/or lab), user can only manually change a student’s waitlist priority on the graded component (lecture section in most cases).

  36. Add a Student to a Wait List • Use Quick Enroll

  37. Special Enrollment • Study Abroad enrollment requires different procedures: • Will use placeholder class for 15 credits and course number will look different, STDY 1001 • When courses transfer back from institution attended “SA” will be added to the course coding, i.e., HIST1999SA

  38. View a Student’s Enrollment • There are several different methods for viewing a student’s enrollment: • Enrollment Summary • Student’s Schedule • Enrollment Audit

  39. Enrollment Summary • Use the Enrollment Summary component to view a student’s enrollment for a particular term

  40. Student’s Schedule • Three methods for viewing a student’s schedule: • Student Services Center • Enrollment Request (another option for enrollment) • Quick Enroll

  41. Conduct an Enrollment Audit • Use the Enrollment Request Search component to view all enrollment activity for a student within an institution • If a student did the transaction in self-service, it shows their logon under “User ID” and “self-service enrollment” under “Enrollment Request Source.”

  42. Student Groups • Allow you to group students that share a common characteristic (for example honors students, athletes or disability students) together for various processes • Can be used for: • Tracking students • Certain processes (e.g., setting enrollment restrictions on a course, assigning of enrollment appointments). • Can add or inactive students within a student group: • Individually using the Student Groups component • Access to who can view and update a particular student group is controlled by security: • For example, the athletic department will be the only ones who can update the student-athlete student groups

  43. Assign or Inactivate an Individual Student in a Student Group • Use the Student Groups component to add or inactivate a student into a student group

  44. Viewing Student Groups • Use the View Student Group By Student component to view all students in a particular Student Group

  45. Service Indicators • Flags on a student’s record that either: • Prevent a student from performing a task in the system • Indicate that the student requires special processing. • If a student has service indicators, the appropriate icon(s) will display on most pages about that student in the system. • Positive Service Indicator: These indicate that a student requires special processing, for example foreign exchange students so they can be exempted from term activation. These indicators can not be seen by the student in Self Service. • Negative Service Indicator: These are “holds” and indicate that a student is prevented from performing certain tasks in the system. For example, a General Advising service indicator will prevent students from adding courses until the service indicator is removed. • Service indicators can be assigned to or released from an individual student manually or a group of students.

  46. Viewing Service Indicators • Three methods: • Manage Service Indicators component • Service Indicator icons • Audit Service Indicators component

  47. Manage Service Indicators Component • Use this component to view a student’s assigned Service Indicators • Note that released Service Indicators will not display here

  48. Service Indicator Icons • If a student has service indicators, Service Indicator icons will appear on most pages for that student • Click the icons to view more information about that student’s Service Indicators

  49. Audit Service Indicators Component • Use this component to view the history of a student’s Service Indicators • Can view when Service Indicators were assigned or released

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