2. SLCM_AD_340 Programs of Study/Majors1 Programs of Study and Majors SLCM_AD_340

3. Introduction Unit 1- Programs of Study and Majors Unit 2 – Change of Program Unit 3- Adding a Second Program Unit 4 – Adding Majors Unit 5 – Major Changes Unit 6 – Avoiding Errors Unit 7 – Minors and Options Course Summary SLCM_AD_340 Programs of Study/Majors2 Course Content

4. SLCM_AD_340 Programs of Study/Majors3 Learning Objectives Upon completing this course, you will be able to:  Understand the characteristics of program of studies and majors  Change a main program of study and major  Add a second program of study  Add a major inside and outside of program of study  Change a priority 1 major  Change a priority 2 major  Avoid program of study and major data entry errors  Add a minor, option, or specialization

5. SLCM_AD_340 Programs of Study/Majors4 Prerequisites  UK_100 IRIS Awareness & Navigation  SLCM_200 Student Lifestyle Management Overview  SLCM_AD_310 Student Records

6. SLCM_AD_340 Programs of Study/Majors5 Access In order to change or add Programs, Majors, etc., you need to:  Complete the SLCM_AD_340 Program of Study and Majors course and pass the assessment  Have SLCM_AD_340 on your training plan  Sign the Statement of Responsibility (SOR)  Instructions available at: http://www.uky.edu/IRIS/train/SOR_Information.html http://www.uky.edu/IRIS/train/SOR_Information.html  If you have signed the SOR in UK_100, you do not need to sign it a second time If you do not have access, please work with your college contact to get this access assigned.  The college contact list is located at http://www.uky.edu/IRIS/news/designatedcontacts.html

7. SLCM_AD_340 Programs of Study/Majors6 Avoiding Common Errors Important to enter changes or additions to Programs, Majors, etc. accurately and use the appropriate effective date Inaccurate data entry affects:   Student’s records (possibly student fees)   Internal University reports, such as College enrollment reports   External University reports, such as for CPE reports

8. SLCM_AD_340 Programs of Study/Majors7 Remember the Key Date field Date as of which IRIS displays, processes, or creates student data Determines what data you see for a student If current date used, IRIS displays what is current for the student Can enter a date directly into the Key Date field  NOTE: Set the Key Date to default to the current date

9. SLCM_AD_340 Programs of Study/Majors8 Validity The system contains currently valid programs, majors, minors, options, specializations, and sub-specializations and ones that are no longer valid The codes that are not valid are kept in the system since they are needed for some student’s records. It is essential to use valid data only If you are not sure which codes are valid, check with your Dean’s office

10. SLCM_AD_340 Programs of Study/Majors9 Unit 1 Programs of Study And Majors

11. SLCM_AD_340 Programs of Study/Majors10 Unit 1 – Programs of Study and Majors Program of Study Characteristics Major Characteristics Missing Majors Change History Reminders

12. SLCM_AD_340 Programs of Study/Majors11 Program of Study Characteristics Must have a valid Program of Study Click on the Program Overview icon to the right of the Program field on the Registration tab  The active Program of Study has the high date (12/31/9999) as its end date

13. SLCM_AD_340 Programs of Study/Majors12 Main vs Additional If more than one Program of Study, only one programs can be designated as Main program  Second designated as Additional To view if the Program is Main or Additional, select a sessional registration and click Display

14. SLCM_AD_340 Programs of Study/Majors13 Main vs Additional - Tip If desired, set your layout on the Registration tab to display the program priority  See Program Layout Setting –Priority Quick Reference Card at: http://myhelp.uky.edu/rwd/HTML/SLCM/QRC_SLCM_PIQST00 _Change_Layout_Priority.pdf

15. Each program of study must have a major Key Date value determines display  If default is current date, student’s current program and major displays SLCM_AD_340 Programs of Study/Majors14 Major Characteristics

16. SLCM_AD_340 Programs of Study/Majors15 Viewing Majors To view history of major changes within a particular Program, select program and remove Key Date To display a different program, use drop- down icon in Program field

17. SLCM_AD_340 Programs of Study/Majors16 Viewing Majors To view majors for all programs, click All Programs and remove Key Date Every program of study must have at least one major associated with it for any given time period

18. SLCM_AD_340 Programs of Study/Majors17 Missing Majors Examples Missing majors results in data collection problems and reporting errors Example: Program of Study with no Major Example: Minor exists, but no Major Created using the beginning date for its associated Program of Study

19. SLCM_AD_340 Programs of Study/Majors18 Priority Examples John Smith  Program of Study, priority 1 – BS-AS  Major, priority 1 – Chemistry Jane Carter  Program of Study, priority 1 – BS-CI  Major, priority 1 – Communication  Major, priority 2 - Sociology

20. SLCM_AD_340 Programs of Study/Majors19 Priority Examples Linda Jones  Program of Study, priority 1 – BSHM-AG  Major, priority 1 – Nutr & Fd Sci-Hospitality Mgt & Tour  Program of Study, priority 2 – BSFOS-AG  Major, priority 1 – Food Science Martin Conrad  Program of Study, priority 1 – BBA-BE  Major, priority 1 – Management  Major, priority 2 - Accounting  Program of Study, priority 2 – BS-AS  Major, priority 1 – Spanish

21. SLCM_AD_340 Programs of Study/Majors20 Change History You can view a list of all activities and changes to a student’s record using the Activity Documents tab The activities are listed in date order with the most current changes at the top The Created by column shows the User ID of the person who made the change

22. SLCM_AD_340 Programs of Study/Majors21 Reminders Change in Program of Study and Major may impact the advisor attached to the student  College personnel should review advisor information and update as needed  Information regarding how to add/change advisors is available on myHelp at http://myhelp.uky.edu/rwd/HTML/SLCM/SLCM_AD_310.html http://myhelp.uky.edu/rwd/HTML/SLCM/SLCM_AD_310.html

23. SLCM_AD_340 Programs of Study/Majors22 Summary Program of Study Characteristics Major Characteristics Missing Majors Change History Reminders

24. SLCM_AD_340 Programs of Study/Majors23 Unit 2 Change of Program

25. SLCM_AD_340 Programs of Study/Majors24 Unit 2 – Change of Program Effective Dates for Changes Main Program of Study Change Verifying the Change

26. SLCM_AD_340 Programs of Study/Majors25 Main Program of Study Change Some changes occur within a college  Example: BSCIE-EN (Bachelor of Science in Civil Engineering in the College of Engineering) to BSCHE-EN (Bachelor of Science in Chemical Engineering in the College of Engineering) Other changes involve two colleges  Example: BBA_BE (Bachelor of Business Administration in Business and Economics) to BSHM-AG (Bachelor of Science in Hospitality Management) Receiving college makes the change College Code list at http://myhelp.uky.edu/rwd/HTML/SLCM/QRC_SLCM_College_Codes.pdf http://myhelp.uky.edu/rwd/HTML/SLCM/QRC_SLCM_College_Codes.pdf

27. SLCM_AD_340 Programs of Study/Majors26 Effective Dates for Changes All undergraduate program, major, minor, option, specialty, sub-specialty changes must have an effective start date of the day of the change UK policy states that “Program fees will be refunded in full to students who change their program and/or major on or before the census date (last day to add a class) of the semester.” Means program/major fees will be assessed or refunded based upon the last day to add a class in that session

28. SLCM_AD_340 Programs of Study/Majors27 Effective Dates for Change Examples If a student moves from a program or major that does not assess a fee into a program or major that does assess a fee and the effective start date is on or before the last day to add a class, the student will be assessed the program/major fee If a student moves from a program or major that does assess a fee into a program or major that does not assess a fee and the effective start date is on or before the last day to add a class, then the program/major fee will be refunded Changes into or out of programs that assess a major fee after the last day to add a class are not charged or refunded

29. SLCM_AD_340 Programs of Study/Majors28 Main Program of Study Change Go to PIQST00 Enter the student’s Student Number and press Enter Use the Tab List icon to select Registration

30. SLCM_AD_340 Programs of Study/Majors29 Main Program of Study Change Verify that the current Program is displayed in the Program field In the New Program field, enter the code for the new Program of Study  If you are unsure of the code, use the Possible Entries icon to search for it Click on the Change of Program button

31. SLCM_AD_340 Programs of Study/Majors30 Main Program of Study Change Select Transfer Registrations In the Program Valid From field, enter the date the student will be entering the new program  Use the appropriate Effective Date!

32. SLCM_AD_340 Programs of Study/Majors31 Main Program of Study Change The Reason field will default to Change of Program Click Save

33. SLCM_AD_340 Programs of Study/Majors32 Main Program of Study Change Click Continue when message box displays  Note: If the Type column shows a red symbol, you will not be able to make the change.  Make sure the data you have entered is accurate and try to make the Program change again.  If you are still unable to make the change, contact the Registrar’s Office.

34. SLCM_AD_340 Programs of Study/Majors33 Main Program of Study Change Should display the Maintain Academic Specializations screen If returned to Registration tab  Click Majors/Minors/Options tab  Enter Effective Date in Key Date field  Click Change Acad. Specializations

35. SLCM_AD_340 Programs of Study/Majors34 Main Program of Study Change Verify accuracy of the Valid From, Academic Year, and Academic Session fields Remember:  Use the appropriate Effective Date  The Valid From date should be the same date used for changing the Program

36. SLCM_AD_340 Programs of Study/Majors35 Main Program of Study Change Click on the first Drop Down List icon in the Module Grp Cat column and select Major Press Enter Click on the Assign Specialization button to get a list of valid Majors for the displayed Program of Study  Note: By using the Assign Specialization button you limit the list to the valid majors for the program

37. SLCM_AD_340 Programs of Study/Majors36 Main Program of Study Change Double-click on the desired Major Click Save Click Continue or press Enter

38. SLCM_AD_340 Programs of Study/Majors37 Main Program of Study Change Will return to the Registration tab, if process took you automatically to Maintain Academic Specializations screen If you manually entered the major, you will return to the Majors/Minors/Options tab

39. SLCM_AD_340 Programs of Study/Majors38 Verifying the Change On the Registrations tab, click Program Overview Notice the change in the Program column Use the scroll bar to view Start and End Date Press Enter to close

40. SLCM_AD_340 Programs of Study/Majors39 Verifying the Change If making change for the current term, bookings transfer to new program  If not booked, when they register system creates sessional registration under new program

41. SLCM_AD_340 Programs of Study/Majors40 Verifying the Change Go to Majors/Minors/Options Select the new program Major should display  If not displayed, effective date may be in the future; remove Key Date and press Enter

42. SLCM_AD_340 Programs of Study/Majors41 Verifying the Change Take note! If program change is in the future, the Prncpl Org Unit will NOT change until the new program is active  Example: Effective date change is 01/13/2010 - new Org Unit will be College of Design  Current Org Unit (College of Agriculture) remains in effect through 01/12/2010

43. SLCM_AD_340 Programs of Study/Majors42 Exercise 2.1 Process Change of Program

44. SLCM_AD_340 Programs of Study/Majors43 Summary Effective Dates for Changes Main Program of Study Change Verifying the Change

45. SLCM_AD_340 Programs of Study/Majors44 Unit 3 Adding a Second Program

46. SLCM_AD_340 Programs of Study/Majors45 Unit 3 – Adding a Second Program Second Program of Study Adding a Second Program of Study vs Adding a Second Major Adding the Second Program of Study Verifying the Change

47. SLCM_AD_340 Programs of Study/Majors46 Second Program of Study Dual degrees must have two Program of Study in IRIS; one marked as Main, one marked as Additional System of priorities based on financial and reporting needs Sequence, from highest to lowest, is:  Medicine  Dentistry  Pharmacy/Law  Graduate  Undergraduate

48. SLCM_AD_340 Programs of Study/Majors47 Priority of Program Assignment If both programs are in graduate or undergraduate, then establish priority as follows:  Student decides which program is main program, unless receiving scholarship money for one of the programs, in which case, that program will have priority  If completing both an undergraduate and graduate program, the agreement is the graduate program must take priority beginning with the second year in the program

49. SLCM_AD_340 Programs of Study/Majors48 Changing Layouts Column layout on Registration tab may be changed to show program priority See QRC at http://myhelp.uky.edu/rwd/HTML/CM/QRC_CM_PIQST00_Change_ Layout_Priority_v2.pdf

50. SLCM_AD_340 Programs of Study/Majors49 Adding a Second Program of Study Verify current Program is displayed Enter the Program in New Program Click Registration

51. SLCM_AD_340 Programs of Study/Majors50 Adding a Second Program of Study Select Academic Year and Academic Session  Remember: Use appropriate Effective Date! Press Enter to populate the Valid From dates correctly  If you receive a system message stating the dates will be changed, click Continue or press Enter to move through it

52. SLCM_AD_340 Programs of Study/Majors51 Adding a Second Program of Study Press Enter or click Continue Click All Programs to view both program registrations or select the Overview icon

53. SLCM_AD_340 Programs of Study/Majors52 Adding a Second Program of Study If this is the Additional program, click the Addit’l Program radio button  If this is the new Main program, leave Main Program selected  Remember to change the other Program of Study to Addit’l Program! Click Save

54. SLCM_AD_340 Programs of Study/Majors53 Adding a Second Program of Study Remember to add a major for the second Program of Study!  Remember with two Programs of Study, each program of study will have a major with a Priority of 1 Go to Majors/Minors/Options Verify new Program is chosen Enter Effective Date

55. SLCM_AD_340 Programs of Study/Majors54 Adding a Second Program of Study Click Change Acad. Specializations Verify the Academic Year, Session, and Valid From  Should match date of Program Select Major Press Enter

56. SLCM_AD_340 Programs of Study/Majors55 Adding a Second Program of Study Click Assign Specialization Double-click on the major Priority will be 1 Click Save

57. SLCM_AD_340 Programs of Study/Majors56 Adding a Second Program of Study Click Continue or press Enter Major will display  If Effective Date is in the future, remove the Key Date

58. SLCM_AD_340 Programs of Study/Majors57 Adding a Second Program of Study Go to Registration Click All Programs Verify only one programs is marked Main  Other marked as Additional  If both Main, change one to Additional

59. SLCM_AD_340 Programs of Study/Majors58 Priority Example Reminder Linda Jones  Program of Study, priority 1 – BSHM-AG  Major, priority 1 – Nutr & Fd Sci-Hospitality Mgt & Tour  Program of Study, priority 2 – BSFOS-AG  Major, priority 1 – Food Science Martin Conrad  Program of Study, priority 1 – BBA-BE  Major, priority 1 – Management  Major, priority 2 - Accounting  Program of Study, priority 2 – BS-AS  Major, priority 1 – Spanish

60. SLCM_AD_340 Programs of Study/Majors59 Exercise 3.1 Process Second Program of Study

61. SLCM_AD_340 Programs of Study/Majors60 Summary Adding a Second Program of Study vs Adding a Second Major Adding the Second Program of Study

62. SLCM_AD_340 Programs of Study/Majors61 Unit 4 Adding Majors

63. SLCM_AD_340 Programs of Study/Majors62 Unit 4 – Adding Majors Adding a Major Within a Program of Study Adding a Major Outside of the Program of Study

64. SLCM_AD_340 Programs of Study/Majors63 Adding Second Majors First determine if major is in or out of the student’s Program If offered as BS or BA, which type preferred?  Example: Biology offered as both BA and BS Remember! Do not enter a Priority of 1 for more than one major for the same program of study in the same time period  If find error, make the correction  Note: If two active Programs of Study exist, major for each should have Priority of 1

65. SLCM_AD_340 Programs of Study/Majors64 Add a Second Major Within a Program Verify Program of Study Enter Effective Date Click Change Acad. Specialization Verify Academic Year, Session, and Valid From  Change if needed

66. SLCM_AD_340 Programs of Study/Majors65 Add a Second Major Within a Program Click Add Row Select Major Press Enter Click Assign Specialization

67. SLCM_AD_340 Programs of Study/Majors66 Add a Second Major Within a Program Double-click on major Major should have priority 2 Click Save Click Continue or press Enter Major will display

68. SLCM_AD_340 Programs of Study/Majors67 Add a Second Major Outside a Program Go to Majors/Minors/Options Verify Program Enter Effective Date Click Change Acad. Specialization

69. SLCM_AD_340 Programs of Study/Majors68 Add a Second Major Outside a Program Click Add Row Select Major Click Find Click Possible Entries

70. SLCM_AD_340 Programs of Study/Majors69 Add a Second Major Outside a Program Enter the search term  Use asterisks for wildcards Click Continue or press Enter Double-click the major  Note! Be careful of degree level and type

71. SLCM_AD_340 Programs of Study/Majors70 Add a Second Major Outside a Program Click Continue or press Enter Check priority for accuracy Click Save Click Continue or press Enter

72. SLCM_AD_340 Programs of Study/Majors71 Add a Second Major Outside a Program The second major will be displayed  If you cannot see the second major, remove the date from the Key Date field and press Enter

73. SLCM_AD_340 Programs of Study/Majors72 Exercise 4.1 & 4.2 Add a Second Major within a Program Add a Second Major outside a Program

74. SLCM_AD_340 Programs of Study/Majors73 Summary Adding a Major Within a Program of Study Adding a Major Outside of the Program of Study

75. SLCM_AD_340 Programs of Study/Majors74 Unit 5 Major Changes

76. SLCM_AD_340 Programs of Study/Majors75 Unit 5 – Major Changes Changing a Priority 1 Major Changing a Priority 2 Major

77. SLCM_AD_340 Programs of Study/Majors76 Changing a Priority 1 Major To change a priority 1 major, first determine if the new major is within the student’s current Program of Study  If it is in the current Program, use the Majors/Minors/Options tab to make the change  If it is NOT in the current Program, follow the instructions for changing the Program of Study  When you change the Program of Study, the system will automatically prompt you to change the major Use the effective dates for changes discussed in Unit 2

78. SLCM_AD_340 Programs of Study/Majors77 Changing a Priority 1 Major Verify the student’s current Program of Study is displayed in the Program field Enter the Effective Date

79. SLCM_AD_340 Programs of Study/Majors78 Changing a Priority 1 Major Click Select to the left of the priority 1major Click Change Acad. Specializations Verify the Academic Year, Session, and Valid From fields

80. SLCM_AD_340 Programs of Study/Majors79 Changing a Priority 1 Major Click Replace Specialization Double-click on the major Check the Priority column for accuracy Click Save Click Continue or press Enter

81. SLCM_AD_340 Programs of Study/Majors80 Changing a Priority 2 Major If the new priority 2 major is within the student’s Program of Study, follow the instructions for changing a priority 1 major and mark the new major as priority 2 If the new priority 2 major is NOT within the student’s Program of Study:  Verify the student’s current Program of Study is displayed in the Program field

82. SLCM_AD_340 Programs of Study/Majors81 Changing a Priority 2 Major Enter the Effective Date Click Select to the left of the priority 2 major Click Change Acad. Specialization Verify the Academic Year, Session, and Valid From fields

83. SLCM_AD_340 Programs of Study/Majors82 Changing a Priority 2 Major Click Select to the left of the priority 2 major Click Find Click Possible Entries Enter the search term  Can include wildcards

84. SLCM_AD_340 Programs of Study/Majors83 Changing a Priority 2 Major Press Enter Double-click on the major  Caution! Be careful of degree and level! Click Continue or press Enter Verify accuracy of the priority

85. SLCM_AD_340 Programs of Study/Majors84 Changing a Priority 2 Major Click Save Click Continue or press Enter Verify the correct priority numbers

86. SLCM_AD_340 Programs of Study/Majors85 Exercise 5.1 & 5.2 Change a Priority 1 Major Change a Priority 2 Major

87. SLCM_AD_340 Programs of Study/Majors86 Summary Changing a Priority 1 Major Changing a Priority 2 Major

88. SLCM_AD_340 Programs of Study/Majors87 Unit 6 Identifying Common Errors

89. SLCM_AD_340 Programs of Study/Majors88 Unit 6 – Identifying Common Errors Identifying Common Errors Troubleshooting Tips Who To Contact

90. SLCM_AD_340 Programs of Study/Majors89 Identifying Common Errors Common Errors have included:  Program of Study change made in the middle of a term  A Program of Study exists with no associated major  Two Program of Studies exists, both active, but both are marked as Main  The Program of Study date and the Major date do not coincide  A Program of Study exists with a priority 1 major outside of the Program of Study  A second Program of Study is added without adding the associated major

91. SLCM_AD_340 Programs of Study/Majors90 Troubleshooting Tips Check both the Registration and the Majors/Minors/Options tab information Map out the data on a time line if needed  Watch for any gaps in the time line Check the priorities of the Programs of Study and the Majors  There should always be a priority 1 major under each program of study

92. SLCM_AD_340 Programs of Study/Majors91 Who to Contact? College personnel in need of assistance with Program of Study problems and questions should contact Jacquie Hager (or Mike Shanks) in Student Records Some Program of Study changes affect student fees; for assistance, contact Jacquie Hager (or Mike Shanks) in Student Records Contact the Student Records Office for assistance when incorrect majors have been assigned

93. SLCM_AD_340 Programs of Study/Majors92 Summary Identifying Common Errors Troubleshooting Tips Who To Contact

94. SLCM_AD_340 Programs of Study/Majors93 Unit 7 Minors, Options, and Specializations

95. SLCM_AD_340 Programs of Study/Majors94 Unit 7 – Minors, Options, and Specializations Minors, Options, and Specializations Adding Minors, Options, or Specializations

96. SLCM_AD_340 Programs of Study/Majors95 Minors, Options, and Specializations Minors, options, specializations, and sub-specializations are created and maintained through the Majors/Minors/Options tab Options are never substitutes for majors and should be added only when the major of record actually has options

97. SLCM_AD_340 Programs of Study/Majors96 Minors, Options, and Specializations Use the same date guidelines listed on the provided charts Check with your college to learn more about the minors, options, specializations, and subspecializations for your area If there is a hierarchy, you need to follow it  The quick reference card covering degree program hierarchies is located on myHelp

98. SLCM_AD_340 Programs of Study/Majors97 Minors, Options, and Specializations Make sure that the minor, option, specialty, or sub-specialty is valid  Check with your Dean’s office if you are unsure Follow the same process outlined for creating a major when you need to add minors or options Make the appropriate selection from the Module Grp Cat drop- down list and complete the process

99. SLCM_AD_340 Programs of Study/Majors98 Minors, Options, and Specializations A student’s minor may be added in this manner without the necessity of creating a separate Program of Study record  Examples: minors in other colleges can be selected The system will assign the Priority of 1 to a minor In instances of more than one minor, the second one created is assigned a Priority of 2, etc.

100. SLCM_AD_340 Programs of Study/Majors99 Summary Minors, Options, and Specializations Adding Minors, Options, or Specializations

101. SLCM_AD_340 Programs of Study/Majors100 Help Websites myHelp website:  http://myHelp.uky.edu/rwd/HTML/SLCM.html http://myHelp.uky.edu/rwd/HTML/SLCM.html  Contains Quick Reference Cards (QRCs), updated course manuals, Simulations, SLCM Frequently Asked Questions, and other job aids IRIS website  http://www.uky.edu/IRIS/CM/ http://www.uky.edu/IRIS/CM/  Contains Information Directory, Forms, and other references

102. 101 SLCM Training Courses Classroom Lab Courses  SLCM_AD_300 Event Planning  SLCM_AD_340 Programs of Study & Majors SLCM Web Courses  SLCM_200 Student Lifecycle Management Overview  SLCM_AD_310 Student Records  SLCM_AD_315 Booking Rules  SLCM_AD_320 Booking  SLCM_WP_210 Grading  SLCM_WP_220 Overrides  SLCM_WP_230 SLCM Faculty Overview  SLCM_WP_310 Advising 101SLCM_AD_340 Programs of Study/Majors

103. 102 Course Summary Understand the characteristics of program of studies and majors Change a main program of study and major Add a second program of study Add a major inside and outside of program of study Change a priority 1 major Change a priority 2 major Avoid program of study and major data entry errors Add a minor, option, or specialization