College of Lake County Student Administration System – 9.0 Advisement Process - 19th/41st Hour Information Guide

September, 2008

STUDENT ADMINISTRATIVE SYSTEM

ADVISEMENT PROCESS at19TH & 41ST HOUR INFORMATION GUIDE

TABLE OF CONTENTS

I. Introduction …………………………………………….... 3

II. Getting Started ……………………………………………. 4-5

III. Using the Administrative System – General Information. 6-7

IV. Navigation to Advisement Information Guide…………. 8

V. Using the Advisement Information Guide

Set Operator Defaults …………………………………. 10

Find Student ID ………………………………………… 12

View Student Addresses, Telephone, E-mail Address 15

View/Print Transcript …………….…………………… 18

View Test Scores ……………………………………….. 23

View Student Groups ………………………………….. 24

View Student Program/Plan ………..…………………. 26

View Student Schedule …………………….....………… 28

View Academic Standing and ASN Service Indicator.. 33

View Academic Restriction Load Limit ………………. 36

View/Add Comments ………………..…………………. 38

Remove ‘ADV’ Service Indicator ……………………… 43

View/Print Class Roster ………………………………… 47

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INTRODUCTION The College of Lake County has an advisement process which requires students to meet with an advisor at two specific points in their academic career. This process places an ADV hold preventing enrollment which can only be removed by counselors or advisors. The first ADV hold (known as the 19th hour hold) occurs when a student’s attempted hours falls within 16 - 24 cumulative hours. Included in the count are all transfer credit, CLC hours completed, and CLC hours in progress. The second advisement hold (known as the 41st hour hold) is placed on students who have attempted between 36 and 44 cumulative hours. The hold appears to the student in the student center, and a letter is sent to the students’ current address with instructions to meet with an advisor. The advisor will discuss the student’s educational plan, change the students’ program and plan if necessary, and remove the hold. This process which places the hold is run twice a year, in October and March. The purpose of this manual is to provide faculty advisors with the following system tools through Business Process Steps to:

• Find a student’s id or view bio/demo information • View and/or print a student transcript • View the advisor comment summary on the student • View student test scores • View student groups for the student • View student program/plan • View student class schedule • View Academic Standing • View Academic Restriction Load Limit • Add an advisor comment to the student’s record • Add a program change comment (if necessary) • Remove the service indicator (hold) • View a class roster • Set their own operator defaults

At the end of the advisement session, the faculty/advisor is to:

• remove the student’s service indicator and • add an advisor’s comment and program change comment if needed.

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GETTING STARTED This section provides a brief introduction to the College's Student Administration system. If you are already familiar with the administrative computer system and know how to access the Student Administration System, you may skip pages 4 through 6 and go directly to page 7 on Using the Advisement Tool. You may access the system from public website. Just click on Faculty/Staff

This brings you to the following page where you can access the computer system through myCLCenter, the Intranet, and your CLC Outlook email account.

Select myCLCenter and you will be asked to log in using your network signin:

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This will take the user to the HOME menu. Depending on your access you may have more menu items on the left side.

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Using the Administrative System – General Information NAVIGATION – All navigation begins from the menu displayed at the left of the page. To see choices for a menu item, click on the on the menu and the contents will open on the right side of the page. Clicking on links or folders on either right or left side of the page further drills down to the next level and in the case of links will present a search page which will allow you to lookup a student. Once you find the student you are looking for, the data will be presented in a component. In many cases components will have a number of pages in them.

Left Menus Menu Contents on the Right

TIP: All underlined words are links. Links with the folder icon drill down to more links.

Components and Pages

Actions of ‘Include History’ and ‘Add A New Value’ In some pages, only the most current row of data for a student is displayed. For example, data for the current term attended can be expanded to include all terms attended by checking the ‘Include History’ checkbox where available. Similarly, when the user is adding information to the student record (as opposed to just viewing it), it is necessary to specify an action of ‘Add a New Value’. When this is the case, the ‘Add a New Value’ checkbox will appear on the search page.

FIND AN EXISTING VALUE – To see current information. INCLUDE HISTORY - To see current and past information ADD A NEW VALUE - To add new information

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VIEWING ALL PAGES Whenever there are multiple rows of data for a student, a page count appears on the blue bar together with several options for viewing the data. This is likely to occur in pages that display information like test scores, student groups, and addresses. Multiple pages, where they exist, will be identified with a blue bar count:

In the example above, the user is viewing page 1 of 2 pages of data. If is selected, the pages will appear stacked one on the other, and the user can scroll to see them.

The arrows let the user move from page to page, one at a time. The ‘Last’ link takes the user to the last page of data and the “First” link takes you back to the first page.

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NAVIGATION FOR CLC ADVISEMENT 19th & 41st HOUR TOOL: Worklist > Navigator

1. Begin by choosing

2. Next choose

3. Click on ‘CLC Advisement 19th 41st Hour link.

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The user is now in the Advisement Tool page. This page displays all the types of student records information an advisor may find useful when talking with a student. Each ‘cube’ leads to a different part of a student’s record. With a single click on a ‘cube’, the user goes to that page. To choose a different page, use the links that remain on the left-hand side of each page.

Detailed information for each ‘cube’ follows, beginning with setting operator defaults. Setting operator defaults saves time in getting to the student records pages. It aids in data search and retrieval so you won’t have to enter the same values repeatedly.

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SET OPERATOR DEFAULTS The user can specify certain required information in operator defaults. These values will be defaulted when the user is searching for data so that it doesn’t have to be entered repeatedly. These defaults are attached to the user regardless of the computer station used to set them up. The values can also be changed at anytime. Steps to Set Operator Defaults 1. On the first tab User Defaults 1, use the drop down arrows to select the values listed in box 1 below.

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1 Academic Institution = CLCCC Career Group SetID = CLCCC Facility Group SetID = CLCCC Academic Career = ACAD Academic Group = CLC

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2. Setting the ‘term’ is optional. If you specify a default for term, remember to change it each term.

3. Go to ‘User Defaults 4’ by clicking on the tab at the top, or link on the bottom of the page.

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4. Check the ‘Carry ID’ checkbox. This setting will bring along the student ID

from component to component as you navigate through the tool so that you wont have to keep entering it.

5. On this page, set ‘Output Destination’ to ‘Page’. 6. Set ‘Transcript Type’ to ADVIS or UNOFF. (The ‘ADVIS’ transcript type

provides details such as student program each term of attendance, instructor name for each class, etc.)

7. Press .

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FIND STUDENT ID Select the ‘Find Student ID’ link to go to a search page. Once there, the user can search for a student by ssn or by both last and first name. Steps to Find ID:

1. Press to enter search criteria to find a student.

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2. On the Search Criteria page select CLC_SR_MASKED Search Result code.

2 HINT: Use the User Default link to set CLC_SR_MASKED as your default. 3. On this page you can enter the student information and tab out of the field. The Search button becomes active only when enough data has been entered to satisfy the least restrictive search. Most of the time last name, first name and date of birth will be sufficient to find a student. Enter the information you have and “click” on Search.

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Thomas

Teststudent

The search will display any student meeting the criteria you entered. For a search by name, the system uses the first 6 letters of the last name plus the first 4 letters of

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the first name. If more than one student displays, use the date of birth to find the correct student.

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4. Press the ‘Carry ID’ button on the left and the student’s ID will appear in most pages you select to view existing records. The ID will NOT carry to pages where you are ‘adding’ to the student’s record such as when generating a transcript or entering a comment.

The link will display bio-demo data and addresses for the student. NOTE: Most students have at least two ‘name’ lines; one is ‘primary’ name, the other is ‘preferred’ name. Either line will take the user to the correct record for that student.

Use the 19/41st Hour Footstep Links on the left of the page to go to another advisement page, or click on to return to the standard menu.

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VIEW STUDENT ADDRESSES, PHONES, AND EMAIL ADDRESS 1. The footprint takes the user to the ‘Find Existing Value’ page.

2. Check the first Blue Bar count to see how many address types the student has.

In the example below, there are 2 address types.

Where there is an active HOME and MAIL address, it is college practice to use the MAIL address. You can safely ignore any other address type that may display in the students’ record.

NOTE: If an address status is ‘inactive’ the college does not have a current address for the student. In that case, please ask the student to fill out a ‘Change of Personal Information’ form in the Admissions Office. (The form is also on the Admissions home page.)

3. Important - If the student has asked the college to restrict the release of information, the record will have a FERPA shade in the upper right-hand corner. Click on the icon to see what information can be released.

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FERPA Icon

Multiple addresses will appear under one another. To see the history detail for each address type click on the Edit/View Address Detail link.

You can see address history on each address type by clicking the edit/view link.

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Phone and Email Footprints

CLC assigns a privacy protected email address to all enrolled students. This address has the email type of ‘student’ and ends in ‘…@clcmail.clcillinois.edu’. Please use this email address to ensure the privacy of the advisor/student communication.

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VIEWING/PRINTING A TRANSCRIPT Steps: 1. Enter the student’s ID. 2. Press the ‘Process Request’ button. This will generate a transcript that is accurate up to the second.

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The ‘ADVIS’ transcript includes the following additional information not available in the ‘Unofficial’ version of the transcript:

home address (if active) student’s program and plan for each term academic standing for each term

If you wish see an unofficial transcript change the transcript type requested to UNOFF on the first page and come back to this page to enter the student ID. Both the ‘Unofficial’ and the ‘Advisement’ transcript display term and cumulative statistics, as well as degrees earned, transfer credit, and milestones. When the transcript is generated, it will be displayed on the ‘Report Results’ tab.

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Scroll to see all pages

3. If the user wants a printed copy of the transcript, there are two options. For a ‘screen print’ version, simply use the ‘File > Print’ option on the menu bar. A multiple page transcript will print just as you see it. This will NOT have some of the headings and other formatting features that are added when printing a transcript using the 2nd option, described next.

A second option for printing has a few more steps, but will provide headings, and be more readable.

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1. Press located in the upper right hand corner of the transcript on the ‘Report Results’ page. A ‘Saved’ message will flash in the right hand corner. 2. Then select the link. IMPORTANT: If you have requested more than one transcript, you must return to the ‘Request Detail’ Tab and press the print button there in order to print all the transcripts. Then continue with instruction 3 below.

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3. Got to the “Administrative” tab in the report Manage . The report manager

page will display the status of the transcript print job. Use the button to see the current status of the job. When the status reads ‘Posted’, a Details link appears. 4. Click on Details and the following ‘Report Viewer’ screen opens.

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5. Now click on the ‘SR777’ link to see and print the transcript. 6. The transcript appears in its own newly opened window, and can be printed by

pressing the icon on the toolbar.

When done, just close the window with the X in the top right hand corner.

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VIEW TEST SCORES The ‘View Test Scores’ footstep will take the user to a ‘Find Existing Value’ page for the student’s Academic Test Summary. 1. The ID from the last page visited will automatically ‘carry’ to this box; or if this field is blank, enter the ID. 2. Press to view the test record for the student id shown.

Enter student ID and press Search

3. When the test summary appears, the ‘blue bar count’ will tell the user how many test scores are in the student’s record. Only first 6 will be shown. If there are more than 6, select ‘view All’ to see them.

When done, use the footstep links on the left to go to another page.

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VIEW STUDENT GROUPS Students who have met academic proficiency requirements by taking a test, or have met placement test prerequisites, or other non-course prerequisites such as admission to a specific program or completion of an audition are placed in the appropriate student group. Steps to View Student Groups: 1. The ID from the last page visited will automatically ‘carry’ to this box; or if this field is blank, enter the ID. Press to view the student groups in which the student has been placed.

Student ID

2. When the ‘Student Groups’ page appears, the number of student groups on the student’s record will appear as a number of pages on the blue bar as follows:

This student has 7 student groups, and the current group displayed is 1 of 7. You

can select to see all 7-student groups (stacked one on top of another), and use the scroll bar to see them page-by-page. An alternative way to browse through

the student groups pages is to use the buttons to see the pages one by one. These buttons are active when highlighted in blue.

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When done, use the footstep links on the left to go to another page. Updated 10/6/2008 25

VIEW PROGRAM/PLAN Steps to View 1. The footprint takes the user to this search page. The ID from the last page visited will automatically ‘carry’ to this box; or begin by entering the student’s id. If you want to see all academic programs and plans for the student, check the

checkbox. Then press .

Enter ID Check ‘Include History’

Search

The search results will appear at the bottom of the page. (See example on the next page.) Select the first ‘zero’ career number row to see the student’s active program and plan. The student’s current program will always display in order beginning with the current program.

Find and select the first ‘zero’ student career number row. (Career numbers greater than 0 refer to graduation petitions or completed degree programs.)

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If the student has submitted a ‘Petition to Graduate’ or has completed a degree program, the information for those programs is shown in career numbers greater than zero. The program displayed will be the most recent effective dated program/plan for the student. If you wish to see previous programs for the student, check the blue bar.

In this example, the student had 14 previous program rows. Select or to see the other rows.

NOTE: The button at the bottom of the page can be used to view other career numbers in the student’s record.

To change program, plan, or sub-plan, see the section on 'Adding a Program Change Comment'. Note: A program of CONV or CONVERSION refers to data converted from the Legacy system. Ignore CONV rows.

When done, use the footstep links on the left to go to another page.

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VIEW STUDENT’S SCHEDULE The ‘Enrollment Summary’ Component includes two pages; the first displays the student schedule including class details, and the second page shows term statistics, including credit hours in classes that count in the GPA, and hours in non-GPA classes. To view the Schedule: 1. The ID from the last page visited will ‘carry’ to the ‘Find Existing Value’ page; or begin by entering the student’s id. Then enter the term and press .

Enter ID Enter Term Press Search

2. Select from the blue bar to see all classes in the student’s schedule. (Note: In this example there are only 2 rows and both rows are showing.)

Click magnifying glass to see class details. Use the ‘return’ link to come back to the schedule

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To View Term Statistics: Select the ‘Term Statistics’ Tab

The ‘In-Progress’ row shows hours the student is currently taking in the following categories:

1. ‘Toward GPA’ are hours that will be counted in the GPA calculation

2. ‘No-GPA’ are hours that are not counted in the GPA such as developmental classes, or pass/no pass classes.

The ‘Taken’ row shows completed hours (including unsuccessful completion). The ‘Passed’ row shows hours successfully completed.

When done, the footstep links on the left to go to another page. Printing the Student Schedule (OPTION 1, no class times/room numbers) There are two options for printing the student schedule. If you do not need the time/dates/location of each class printed on the schedule, you can print directly from the browser window:

1. Press to display all the classes. 2. Go to ‘File’ on the menu bar and select ‘Print’:

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Printing the Student Schedule (OPTION 2, with class times/room numbers) To Print the schedule, press the link located above the blue bar. When the ‘Saved’ message flashes in right corner, press .

First, press ‘print study

Second, press ‘Report

list’ Manager’

The page displays all recent ‘report’ requests you have made, and the student schedule just requested will be the top line. (Its called ‘Individual Student Study List’.) Notice the ‘Status’ column. This will show the various stages of the schedule print request. It may read ‘Scheduled’, ‘Generated’, or ‘Posting’. Click on the

button repeatedly until the status of ‘POSTED’ is shown; then press the Details link that now has appeared.

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3. The Details link takes the user to a report viewer page. Press the SRSTDNT2 link:

Note: When printing any report, the last item shown on the report viewer is always the report itself.

4. A printable student schedule will appear in a new window. Press the icon and then press ‘OK’ to print the schedule.

When done printing, close this window.

5. Then CLOSE this window using the X in the upper right hand corner.

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6. This brings you back to the Report Manager. There is a link there to return to the Enrollment Summary Page. Or you may use the links at the side of the page to navigate to another page.

VIEW ACADEMIC STANDING The program to calculate academic standing is run as soon as all grades are posted for a particular term. Students who are on caution, restriction, or suspension will receive an appropriate letter to inform them of their status and options. The immediate effect of running academic standards will be to stop students on restriction or suspension from adding a class by placing an ‘ASN’ service indicator on their record. Students with this hold are instructed to see a counselor.

Viewing Academic Standing 1. Begin by entering the student’s id in the ‘Find an Existing Value’ page. 2. Press Search.

3. Go to the ‘Academic Standing’ tab. There will be a page for every term the

student was ‘term activated’, but that doesn’t mean he attended all of those terms. If the student was not enrolled in a term, the Academic Standing page for the term will be blank.

The blue bar will show the number of pages in the student’s record arranged in order from most to least recent. The following screen shows we are looking at

the 1st of 21 terms.

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Use the ‘View All’ link or the to view each page. If the page is blank as shown below, that means the student did not attend that term and therefore no academic standing was assigned.

By paging back to previous terms, we see that this student last attended in the Spring 2008 term, when he was placed on academic restriction, 3rd term.

At the end of the Spring 08 term, student was placed on restriction for the 3rd time.

Use arrow to look at earlier terms.

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The symbol shows the student has a service indicator on his record. Clicking on the symbol will bring up details of the service indicator. This student still has the hold from the fall 2002 academic standards process.

Press the link to see more information on the hold.

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Viewing the Student’s Academic Restriction Load (credit hour) Limit Navigation: Records and Enrollment > Student Term Information > Term Activate a Student 1. The student id is entered in the ‘Find Existing Value’ page. Press .

2. When in the Term Activation component, go to the ‘Enrollment Limit’ tab.

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3. Find the correct term. If the academic restriction was placed at the end of the fall term, the restricted hours will appear on the spring term and any future term. Restriction, end of Fall – see maximum hours shown in Spring Restriction, end of Spring – see maximum hours shown in Summer and Fall

Restriction, end of Summer – see maximum hours shown in Fall Maximum total units will be displayed when the ‘override units’ checkbox is checked. 4. At the Counselor’s discretion, the maximum units allowed may be overridden by placing a comment on the student’s record. The Admissions office will enroll the student in this case.

This student is limited to taking 3.0 credit hours.

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VIEWING AND ADDING COMMENTS Faculty advisors are able to view all the advisement and program change comments that exist for a student, and then to add new comments within the same page. View Existing Advisement and Program Change Comments 1. The page begins with a ‘Find Existing Value’ search. You can search by ID, SSN, Last name, or First name. 2. Press .

Enter Student ID, then press Search Caution: Never press search without an ID. This will cause the entire student database to be searched.

If the student has no advisement or program change comments, the search page will return with the message: If the student has several comments, a listing will appear. If the student has just one comment in his record, the comment will immediately display.

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The ‘Person Comment Detail’ page shows the comment detail on the student. Use

the button to view other comments on the student.

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Adding a Comment It is possible to add a new comment to a students record before going in to view comments, or after you are in an existing comment page. Use the ‘Add Comments’ footprint link to add a comment to the student. The system will prompt you to enter the student’s id (again) and then press . Adding an Advisor Comment The advisement comment is available to document an advisement session. 1. Use the default ‘SPRG’ that appears in the field ‘Administrative Function’. 2. Select, or type in ‘ADVISE’ in ‘Comment Category’ to add an advisor comment or 3. Type the comment text in ‘Append Comments’. Note: Date and user id are automatically recorded.

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Example: Advisor comment

Type comment in ‘Append Comments’.

Administrative Function = SPRG Comment Category = ADVISE

4. When the comment has been added, press SAVE. Adding a Program Change Comment A separate comment category is available for advisors to use when the students’ program, plan, subplan and/or requirement term needs to be changed in the system. The information entered is retrieved daily by the Office of Admissions and Records, and used to update the student record. 1. Specify ‘SPRG’ for ‘Administrative Function’. 2. Specify ‘PRGCHG’ in ‘Comment Category’ 3. The Comments box shows the 4 items of information needed to change the students’ program, the new program code, new plan code, new subplan (only if the student is in the transfer program), and the (current or future) term when the change is in effect. Note: Please do not specify a previous term as effective term cannot be changed in history. Also, use the scroll bar to see examples of program, plan, subplan and effective term. For a list of current program plans please refer to the current CLC catalog. 4. Enter the 4 items of information (program, plan, subplan and term) in the Append Comments box. Separate each item with a space or comma.

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Example: Program Change Comment

Administrative Function = SPRG Comment Category = PRGCHG

5. SAVE the comment.

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REMOVE ‘ADV’ SERVICE INDICATOR Advisors must remove the 19th or 41st Hour Advisement hold from the student’s record when the advisement session is completed. The student’s ID will either ‘carry’ from the last page visited or should be entered here. If the ID is not known, you may do a search. Press to view the service indicator record(s) for the student. Steps to Remove:

Enter the appropriate search information Press Search

1. Find the ‘ADV’ Service Indicator on the ‘Manage Service Indicators’ page and click on the ‘ADV’ link on that row.

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2. When you are in the page for the ADV Service indicator, click on the

button on the upper right of the page to remove the advising hold. 3. Click ‘OK’ on the confirmation message below. The Service Indicator is now removed from the student’s record. When done, use the footstep links on the left to go to another page.

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Viewing and Removing the ASN Service Indicator Navigation: Campus Community > Service Indicators (Student) > Manage Service Indicators NOTE: Counselors have the security to remove this service indicator. 1. Search for the student by ID, SSN, or name. Choose one, enter the information, and press . 2. You will see a list of holds on the “Manage Service Indicators” page which are active on the student. Click on the link on the ASN row to pull up that hold.

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3. Click the button on the page 4. Click “OK” on the confirmation message to remove the hold.

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VIEW AND PRINT A CLASS ROSTER Instructors are advised to print this class roster just prior to the first class meeting. Doing so will provide the most up-to-date information on enrolled students. Students who attend the class, but are not on the list are not enrolled and should check their schedule on student self-service. These students may have been dropped through the enrollment cancellation process for non-payment of fees. 1. To view a class roster, enter the term (if not set as a default value) 2. Enter the subject area and catalog number, i.e. CIT 134 OR the class number (unique 4-digit number for the class section).

3. Press . 4. If the search yields more than one section, choose from the resulting list by

clicking on the class section you wish to view the roster for. The roster will appear as follows.

Input the term and class number or subject/catalog number. Press Search

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5. The class roster has several noteworthy features:

a. Important drop dates appear in the header. b. Use the ‘Customize’ link on the top blue bar to move around data

fields in your roster and remove the ones you don’t want to see on there.

c. Click on the icon (while pressing down the CNTL key) to download the class roster list of students to Excel.

d. Use the ‘Enrollment Status’ drop-down to see if any students have

dropped the class after the start of the term.

e. If you want to browse different sections of the course, use the

button.

f. Press the link to see more information, including ‘available seats’

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Print a Class Roster The view of the class roster that is displayed on the screen can be printed using the ‘File > Print’ option on the menu bar. Class rosters can also be printed in Self Service for classes assigned to the Instructor viewing/printing the class roster. Click on the class roster icon on the “Faculty Center” page to view a class roster and click on the “Printer Friendly Version” button on the bottom of the page.

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