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ISIS Overview ISIS Academic Structure Viewing Course & Class Information Student Center Admin View Quick Admit Enrollment Appointments Enrollment via.

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Presentation on theme: "ISIS Overview ISIS Academic Structure Viewing Course & Class Information Student Center Admin View Quick Admit Enrollment Appointments Enrollment via."— Presentation transcript:


2 ISIS Overview ISIS Academic Structure Viewing Course & Class Information Student Center Admin View Quick Admit Enrollment Appointments Enrollment via Quick Enroll View Student Enrollment 2

3 Student Groups Service Indicators Transfer Credit Term Information Withdrawing or Canceling a Student Term Activation View Student Information Managing Advisors Advising Center 3

4 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 4

5 5 Main MenuNavigation PaneUniversal Navigation Header

6 What you see is what you get. The folders and subfolders you see depends upon your security role in ISIS. You cant 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. 6

7 7 Add/Delete rows of data Navigate to first row of data Navigate to last row of data Navigate between rows of data

8 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 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). 9

10 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. 10

11 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 11

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

13 13 Academic Sub-plan Academic Plan Academic Program Academic Career Academic Institution CU BoulderUndergraduate College of Arts & Sciences EnglishCreative WritingApplied PhysicsCollege of MusicMusic EducationLawSchool of Law Law/Public Administration

14 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 14

15 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 15

16 16 Academic Institution CU Boulder Campus Boulder Main Campus Academic Organization Spanish & Portuguese Subject Area Spanish Course Adv Spanish Grammar Class Section 001 MWF Academic Group College of Arts & Sciences Academic Career Undergrad Program College of Arts & Sciences Plan English Sub-plan Creative Writing Degree Bachelor of Arts Term Fall 2010 Session Boulder Main Campus Semester

17 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) 17

18 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 18

19 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 19

20 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 c an 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. 20

21 Searching for classes Administrator View Student View – additional search criteria added Identifying Continuing Education and Main Courses Session Campus 21

22 22

23 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

24 Student Specific Permission Numbers - instructors or authorized staff can indicate the students 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

25 View a roster for an individual class 25

26 Student Center/Academics General Information 26

27 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

28 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

29 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

30 Use the Student Enrollment Appointment component to assign appointments and appointment limits to an individual student 30

31 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

32 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 arent 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

33 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

34 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

35 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 doesnt meet an enrollment requirement set at the SECTION level, student can still waitlist for the class but wont get in. The system is only validating at the catalog level. 35

36 When using the CU Wait List Reseq Class Roster you can manually: Adjust a students 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 students waitlist priority on the graded component (lecture section in most cases). 36

37 Use Quick Enroll 37

38 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

39 There are several different methods for viewing a students enrollment: Enrollment Summary Students Schedule Enrollment Audit 39

40 Use the Enrollment Summary component to view a students enrollment for a particular term 40

41 Three methods for viewing a students schedule: Student Services Center Enrollment Request (another option for enrollment) Quick Enroll 41

42 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

43 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

44 Use the Student Groups component to add or inactivate a student into a student group 44

45 Use the View Student Group By Student component to view all students in a particular Student Group 45

46 Flags on a students 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

47 T HREE METHODS : Manage Service Indicators component Service Indicator icons Audit Service Indicators component 47

48 Use this component to view a students assigned Service Indicators Note that released Service Indicators will not display here 48

49 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 students Service Indicators 49

50 Use this component to view the history of a students Service Indicators Can view when Service Indicators were assigned or released 50

51 Use the Manage Service Indicators component to assign a service indicator to a single student 51

52 Use the Student Services Center (Admin View) component to view a students transfer credit information 52

53 Use the Term History component to view statistics for a student by term, including: Enrolled GPA and non-GPA credits Transfer credit units accepted for this term Audit credits Term GPA Cumulative statistics for each term within a particular career and institution 53

54 Use the Term History page to indicate a withdrawal or cancelation Withdrawals will only be done for students who wish to withdraw from all classes after the census date: All classes for the term will receive a W grade A withdrawal message will print on the students transcript If a student wishes to withdraw before the census date, he or she will be canceled in the term 54

55 Procedure of making admitted and matriculated students active in an academic program and plan Student must be term activated in order to be eligible for: Enrollment Transfer credit posting to their records Tuition calculation Students can be term activated individually or in a group 55

56 Most students will be term activated using the batch process Use the manual term activation process for individual students where necessary, for example: A student was missed by the batch process A student has returned from a leave of absence after the batch process was run 56

57 Use the CU View Students Major/Minor component to generate a report of all students within a particular major, minor, additional major, certificate, course of study, or licensure Report can export to Excel Printing tip within ISISclick on print preview icon and change the screen to active pane only. change format to fit page 57

58 Use the Student Program/Plan page to view a students status, program, plan, and sub-plan Use this component to add, update, or delete plans and sub plans Registrars Office will be making all program changes for colleges/schools at go live Business process hasnt changed; Registrar will process forms from Deans Office on program changes 58

59 A career number is increased when a student adds another program within a career A student can have several rows or stacks within one or multiple careers You cant tell which stack is active unless you open each up Career #0 only means this row or stack was initiated first 59

60 If a student is pursuing a BA and BFA within the same program (college/school), they will need to have two stacks, one for the BA degree carrying major and another for the BFA degree carrying major. The Registrar Office would need to add the additional stack. This needs to be set up this way in order to award the student both degrees. For Program changes - effective date should be the 1 st day of classes if the change is effective for the current term as this can impact enrollment restrictions, billing, etc. If change is effective for the next term, effective date should be the current date (or day after census if current date is before census of the current term). 60

61 For Plan or Sub-Plan changes - effective date should be the current date if change is effective for the current and future terms. 61

62 For those that use the degree audit, the current programs, majors and catalog years used for the audit will be based upon what is listed in SIS until DARS interfaces with ISIS in summer 2010. Requirement Term Example: a student enters A&S in Fall 2010 but IUTs to Business in Fall 2011 with a plan of ACCT. In Spring 2012 they change their plan to FNCE. Career Requirement Term on Student Program tab – is determined when the student originally entered an undergraduate degree program at CU Boulder (Fall 2010 remains in BUSNU). Program Requirement Term on Student Program tab – is associated with entry to the college or school (Fall 2011 in BUSNU). Plan Requirement Term on Student Plan tab – is determined when the major or other plan was declared (Fall 2011 or the college could update the term to when the major was declared in Spring 2012 if there are new/different requirements the student needs to follow. 62

63 What would a BAMA look like in the program/plan stack? Student is active in both an undergraduate and graduate program/plan stack Graduate program/plan stack is created by the RO when student has earned 130 hours (or 145 for engineering students). Once the graduate program/plan stack is created, student is active in both UGRD and GRAD career stacks but is ONLY term activated in the GRAD career stack. Sub plan code for concurrent degree students (BAMAs) = C-xxxxzzzz where xxxx is root of the undergrade plan and zzzz is root of the graduate plan, i.e., C-FNCEACCT, FNCE is undergraduate major/plan and ACCT is the graduate major/plan) = C-xxxx where xxxx is the same root for the undergrad and graduate plan, i.e., C-ACCT, and ACCT is the undergraduate as well as the graduate major/plan 63

64 If a student takes or returns from a leave of absence, the Student Program/Plan page is updated: When the student is going on leave: A row is inserted to place them on leave. This makes the student inactive in his or her program, preventing the student from being term activated. When the student returns from leave: A row is inserted indicating he or she has returned. This activates the student in the program, allowing term activation. Both of the above rows can be entered at the same time. As of fall 2010 there is no longer a program called Time Out. New policy in place for undergraduate students. As of fall 2010 there is a new program for graduate students called Time Off. Graduate students are not allowed to be out for more than two consecutive terms. 64

65 Use the Student Advisor component to: Assign an advisor to a student Update an advisor for a student Assign a second advisor to a student This information will display in the students Student Center On the Boulder main campus, advisors will be assigned at the plan level 65

66 Use the Advisor Center to view: A list of your advisees Their information Their Student Program/Plan 66

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