Student Information System Information Session Presented by Kim Reany & Andrew Staples SIS Specialists Faculty of Arts Orientation for New Academic Staff August 30, 2006

SIS Information Session Today’s Agenda SIS Specialist Program SIS Specialist Program The Minerva Student Information System The Minerva Student Information System “Minerva for faculty and staff” site “Minerva for faculty and staff” site Minerva SIS Menus Minerva SIS Menus Minerva SIS Highlights Minerva SIS Highlights Questions/Feedback Questions/Feedback

Student Information System SIS Specialist Program Provides one-on-one training and support Provides one-on-one training and support Offers customized information sessions Offers customized information sessions Liaises between end users and university units Liaises between end users and university units Provides documentation Provides documentation Offers support via Help line and Offers support via Help line and

Minerva Student Information System What is the Minerva Student Information System? Student Information System?

Minerva Student Information System Minerva is a web interface to McGill’s database where all student, employee, and financial data is stored Minerva is a web interface to McGill’s database where all student, employee, and financial data is stored As McGill faculty you have access to various menus on Minerva depending on your role in the McGill community As McGill faculty you have access to various menus on Minerva depending on your role in the McGill community

Minerva Student Information System Most undergraduate processes for Faculty require the use of the Minerva site and Minerva web forms Most undergraduate processes for Faculty require the use of the Minerva site and Minerva web forms Access to the ‘Minerva for faculty and staff’ site is available via the McGill gateway or directly at: Access to the ‘Minerva for faculty and staff’ site is available via the McGill gateway or directly at:

‘Minerva for faculty and staff’ The site provides access to and information about McGill's integrated systems for Finance, Human Resources and Student Records The site provides access to and information about McGill's integrated systems for Finance, Human Resources and Student Records Without logging in it is possible to view non-secure information like Course Catalogue and Class Schedule Without logging in it is possible to view non-secure information like Course Catalogue and Class Schedule Log in to view secure information using Minerva menus Log in to view secure information using Minerva menus

McGill Home Page Select “Minerva for Faculty and Staff”

‘Minerva for faculty and staff’ Click any of these options to display additional information

Minerva Student Information System: Menus Minerva Main Menu Minerva Main Menu Minerva Faculty Menu Minerva Faculty Menu Minerva Advisor Menu Minerva Advisor Menu Minerva On-Line Help Minerva On-Line Help

Minerva Main Menu Access to your Class Lists, Final Grades etc. Access to advising Transcript and Degree Evaluation

Minerva Faculty Menu Select term and CRN for Class Lists & Final Grades View and Download Class lists and Class Photos Used while entering grades Course related information

Minerva Faculty Menu cont’d McGill Online Course Evaluation View course sections with enrollment figures

Minerva Advisor Menu Degree Evaluation Report (DER) audit of student’s record Unofficial Student Transcript can be viewed and printed Graduation List with link to DER & Advising Transcript

Minerva On-Line Help Help is available for each form on Minerva Help is available for each form on Minerva It is context sensitive. To get help on a form you must actually be within that form It is context sensitive. To get help on a form you must actually be within that form

Minerva Help Menus Click “Help”

Minerva SIS Highlights Minerva SIS Highlights Course Catalog Course Catalog Class Schedule Class Schedule Class Lists Class Lists Final Grades Final Grades

List of all McGill courses whether they are currently offered or not List of all McGill courses whether they are currently offered or not Available to the public; no need to log in Available to the public; no need to log in To see courses that are available for registration in a selected term use Class Schedule, not Course Catalog To see courses that are available for registration in a selected term use Class Schedule, not Course Catalog Class ScheduleCourse Catalog Class ScheduleCourse Catalog Course Catalog What is it

Course Catalog Where to find it Click “For Instructors” Then Click “Course Catalog” icon

Course Catalog What it looks like

Class Schedule What is it List of all course sections available for the specified term List of all course sections available for the specified term Shows sections that are Active, Temporarily Closed, Registration not Required and Cancelled Shows sections that are Active, Temporarily Closed, Registration not Required and Cancelled Inactive Sections are not displayed Inactive Sections are not displayed Available to the public without enrollment information Available to the public without enrollment information Enrollment figures available on Minerva after log in Enrollment figures available on Minerva after log in

Class Schedule (without enrollment) Where to find it Then Click “Class Schedule” icon Click “For Instructor”

Class Schedule: What it looks like To view enrollment information log in to Minerva and access Class Schedule via the Faculty or Advisor Menus

List of all the students enrolled in a specific section List of all the students enrolled in a specific section Access only to courses for which you have been listed as instructor Access only to courses for which you have been listed as instructor Class List located on the Faculty Menu (after logging in to Minerva) Class List located on the Faculty Menu (after logging in to Minerva) Class List: What is it and Where to find it

Class List Download Class List

Web form used to submit final grades for students registered in a course section Web form used to submit final grades for students registered in a course section Access only to courses for which you have been listed as instructor Access only to courses for which you have been listed as instructor Final Grades located on the Faculty Menu (after logging in to Minerva) Final Grades located on the Faculty Menu (after logging in to Minerva) Final Grades: What is it and Where to find it

Final Grades: What it Looks Like Copy and Paste feature Enter grades directly Instructor Comment

Processing Grades Each person is responsible for processing grades for his/her course Each person is responsible for processing grades for his/her course There are two methods of processing grades: There are two methods of processing grades: –Enter grades directly –Copy & Paste from an Excel spreadsheet

Processing Grades: Deadlines Deadlines for grade submission are ed by the Student Affairs Office Deadlines for grade submission are ed by the Student Affairs Office Guidelines are also available in the Faculty of Arts ‘Academic Adviser’s Handbook’ Guidelines are also available in the Faculty of Arts ‘Academic Adviser’s Handbook’

Processing Grades: Assistance Step-by-step assistance on these methods is available at: staff/instructors/grades/ Step-by-step assistance on these methods is available at: staff/instructors/grades/ staff/instructors/grades/ staff/instructors/grades/ Personalized assistance available by calling your SIS Specialist Personalized assistance available by calling your SIS Specialist

Minerva Resources Information on using the Faculty Menu can be found at: staff/instructors Information on using the Faculty Menu can be found at: staff/instructors staff/instructors staff/instructors Call us if you would like to schedule a one-on-one session to go over these processes, or any others on the Minerva Student Information System Call us if you would like to schedule a one-on-one session to go over these processes, or any others on the Minerva Student Information System

SIS Specialists, Recap Primary resource for departmental staff Primary resource for departmental staff Ongoing visits to departments regarding all SIS processes Ongoing visits to departments regarding all SIS processes Ongoing consultation with advisers about Degree Evaluation Ongoing consultation with advisers about Degree Evaluation Help Line: Help Line:

SIS Specialists Kim Reany Anthropology East Asian Studies Economics Faculty of Religious Studies Jewish Studies Linguistics Middle East Studies Political Science Sociology Women’s Studies Andrew Staples Art History & Communication Studies Inter-Disciplinary Programs Canadian StudiesIslamic Studies ClassicsItalian EnglishPhilosophy English/French Language Centre Russian & Slavic Studies French School of Environment German School of Social Work Hispanic Studies Social Studies of Medicine History

Student Information System Information Session Thank you

QuestionsFeedback Student Information System Information Session