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Student Lifecycle Management Overview SLCM_200 1 SLCM_200 Student Lifecycle Management Overview

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Page 1: Student Lifecycle Management Overview SLCM_200 1SLCM_200 Student Lifecycle Management Overview

Student Lifecycle Management Overview

SLCM_200

1SLCM_200 Student Lifecycle Management Overview

Page 2: Student Lifecycle Management Overview SLCM_200 1SLCM_200 Student Lifecycle Management Overview

• SLCM Introduction

• Unit 1 – Student Administration

• Unit 2 – Student File

• Unit 3 – Student Master Data

• SLCM Help and Terminology

Course ContentCourse Content

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Learning ObjectivesLearning Objectives

• Understand the integration of SLCM processes with each other and with other IRIS functions

• Understand the Student Administration tab on the myUK portal

• Navigate the Student File tabs

• Navigate Student Master Data tabs

Note: The student data used in this course is not real University student data. It has been specially created for training.

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Check for Understanding InstructionsCheck for Understanding Instructions• Click Attachments (upper right corner)

• Click SLCM_200 Check for Understanding

• Print the SLCM_200 Check for Understanding pdf

• Use the pdf to note the answers to each question as you finish each unit

• Enter answers on the Check for Understanding Exercise at the end of the presentation

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SLCM IntroductionSLCM Introduction

• SLCM is the Student Lifecycle Management module within IRIS that includes:

Admissions

Registration

Majors/Minors/Options

Academic History

Enrollment Information

Accounts Management

Other Student Services

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FI, FMHR

FI, FMHR

Integration Across IRISIntegration Across IRIS

• SLCM data integrates with other IRIS modules

Student ID is integrated with HR Person ID

If a student is also an employee the Student ID and the employee Person ID will be the same

Student Accounts are integrated with the Financial

Student Master

Data

Academic

Records

Student File

Academic

Structure

Aca

dem

ic

Cal

end

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Student LifecycleStudent Lifecycle

• There are four areas in the SLCM Module:

Student Accounting

Student Administration

Teaching and Study

Event Planning

• The Student Lifecycle diagram (next screen) shows the progression of the student’s records and the relationship with IRIS SLCM module areas throughout the student’s association with the University

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Student LifecycleStudent Lifecycle

Academic Calendar

Application

Reporting

Academic

Structure

Rules &

Regulations

Events

Student Master Data

Resources

StudentAdministration

Teaching & Study

Student Accounting

Event Planning

Academic

History

of

Study

PriorityRegistration

Booking (Course

Registration)

De-registration

ProgressionSessionalRegistration

Examination & Grading

Equivalency

Determination

Admission

Change of

Program

Degree

Auditing

Graduation

Recruitment Alumni

Italics = Optional

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myHelp SLCM Portal AccessmyHelp SLCM Portal Access

• In order to access SLCM data, the user needs:

To successfully complete this course

To be designated as a person who displays student records

To sign the Statement of Responsibility (SOR)

Instructions available at: 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/CM/cm_group.html

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SLCM Access and RolesSLCM Access and Roles

• Your role may give you access to the

Student Administration tab on the myUK portal

Access to subtabs is tied to roles

SAPGUI transaction codes in IRIS production

Typically PIQST00, PIQCAM, ZEVPLAN, etc.

Both of the above

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Academic CalendarAcademic Calendar• Runs from the fall session through the second summer session

• Example: Academic Year 2010 consists of

• Can be viewed through the Student Administration portal or in the production system

Session Calendar Year

Academic Year Code

Academic Session Code

Fall 2009 2010 10

Winter 2009 2010 20

Spring 2010 2010 30

Summer I 2010 2010 51

Summer 2 2010 2010 52

Full (CEU) 2009-2010 2010 99

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Unit 1Unit 1

Student Student Administration TabAdministration Tab

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Student Administration TabStudent Administration Tab

• Easiest way for staff and faculty to access basic SLCM information

However, not all activities can be handled using the Student Administration tab; some can only be completed using IRIS production

• You will ONLY see tabs and links for applications for which you have permission

• Student Administration tab contains subtabs:

Academics

Administrative Services

Admissions

Advising Services

Faculty Services

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Student Administration TabStudent Administration Tab

• Student Administration tab used to:

Display a student profile (directory information)

Display student schedule

Display course offerings

Display/print real-time class rolls

Submit midterm and final grades

Display unofficial transcript

Display list of advisees

Lift academic advisor holds

Issue electronic course overrides (permissions)

Perform administrative booking (course registration)

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Student Administration NewsStudent Administration News

• Up to date news items display on the right side of the Student Administration screen under Latest Stuff

• News can include:

Registration windows

Grading windows

System outages

Recent changes

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Academics TabAcademics Tab

• Includes

Academic Calendar

Course Catalog

Transfer Equivalencies

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Administrative Services TabAdministrative Services Tab

• Includes

College Reports College Reports

Administrators Assign Student

Overrides Course Capacities Booking Rules

Registrar Booking Rules Course Capacities Historical Course

Changes Override

Permissions Course Cache

Update

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Admissions TabAdmissions Tab

• Includes

Admissions Overview

Undergraduate Admissions Form

Recruitment Service

Graduate Admissions Form

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Advising Services TabAdvising Services Tab

• Includes

Advising Services Overview

Advisee Record

Unofficial Transcript

Historical Course Changes

Registration Admin Booking Course Catalog Assign Student

Overrides

Print Student Schedule

Appointment Scheduler

Appointment Manager

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Faculty Services TabFaculty Services Tab

• Includes

Faculty Services Overview

Class Rolls

Grading

Blackboard

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Student Services TabStudent Services Tab

• Students access their records via the Student Services tab

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Student Services TabStudent Services Tab

• Their access includes

Applying for admission and reviewing related information

Updating their current and permanent address

Activating their user accounts (email, web, etc.)

Accessing their financial account and making online payments

Creating a pass code for information access

Displaying financial aide information

Displaying their registration window

Booking courses

Displaying grades

Checking for holds

Applying for graduation and updating expected graduation date

Applying for admission and reviewing related information

Updating their current and permanent address

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Unit 1 – Check for UnderstandingUnit 1 – Check for Understanding• The Student Administration portal…

Is the easiest way for staff and faculty to access basic SLCM information.

Is the only way to access student information.

Is the way the students access information.

• Which tab would you use to print a student’s schedule?

Academics Tab

Administrative Services Tab

Admissions Tab

Advising Services Tab

Faculty Services Tab

• Which tab would you use to print a class roll?

Academics Tab

Administrative Services Tab

Admissions Tab

Advising Services Tab

Faculty Services Tab

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Unit 2Unit 2

Student File

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Student FileStudent File

• Student File records are created when UK receives applications, test scores, transcripts, etc.

• Student File contains information about the student’s relationship with UK, including:

Holds

Majors/Minors/Options

Admission

Registration

Academic Standing

Advisor

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PIQST00PIQST00

• In production, use one of the following methods to access PIQST00 which contains both Student File and Student Master Data records

Enter PIQST00 in the command field and press Enter

Add PIQST00 to your favorites (preferred by most users)

Use the menu path, Student Lifecycle Management PIQST00 Student File

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PIQST00 Student FilePIQST00 Student File

• The Object Manager displays on the left side of the screen

Most users do not use this feature

To close, use the menu Settings Hide Object Manager

• The student’s academic records display on the right side of the screen

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Student NumberStudent Number

• The Student Number is a unique 8-digit ID number assigned to each student by the IRIS system

• The Student Number is the key to student records and is used instead of the SSN

UK maintains the SSN, if known, so you will be able to search by SSN, if necessary, using the ID Number field

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Student SearchStudent Search

•There are three ways to pull up a student’s records

Enter the student’s ID in the Student Number field

Enter the student’s last name in the Student Number field, press Enter, and then double-click on the student’s name in the search screen

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Student SearchStudent Search

Click on the Possible Entries icon in the Student Number field, enter the student’s last name, first name, and/or ID number (SSN) on the Personal Data tab, press Enter, and then double-click on the student’s name

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FERPAFERPA• Students may place privacy flags on their records which indicate that the

student has restricted directory information under the Family Educational Rights and Privacy Act (FERPA)

• When the records are accessed, the Data Privacy Warning (FERPA) window displays

• If this message displays, no information can be released on this student, not even to the student unless the student provides picture ID

• Close the window by clicking on the Continue icon or pressing Enter

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Key DateKey Date

• The Key Date is the date as of which IRIS displays, processes, or creates student data

Determines what data you can see

Defaults to the current date (recommended default setting)

Can change the date by typing a new date into the field

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• To change the Key Date field, either enter the date in the field or click on the Define Key Date icon

• Choices include:

Today

Start of Year – Academic Year and Session

Key Date – Defaults to current date

Start of Current Academic Year

• Click on Continue to close the window

Key DateKey Date

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High DateHigh Date

• Another important date is the system High Date which is the default validity end date of 12/31/9999

• This default end date stretches far into the future, to keep the validity of a record or action from being delimited (ended) prematurely

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Student FileStudent File

• Numerous tabs display student academic work

• Your role will determine the information you are able to display and/or change

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Tab NavigationTab Navigation

• Three ways to navigate tabs

Click on the tab

Click on the Next or Previous icons

Click on the Tab List icon and then the tab name

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PIQST00PIQST00

• Three types of icons exist on PIQST00 Student File

Application icons

Student Master Data icons

Tab specific icons

• Access to specific icons also is determined by your role in the system

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PIQST00– Application IconsPIQST00– Application Icons

• End user icons include

Account Balance

Displays open student account data

Academic Work Overview

Displays student’s academic work

Note Overview

Displays notes placed on the student’s records, such as advising, admissions, registrar, etc.

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PIQST00 – Student Master Data IconsPIQST00 – Student Master Data Icons

• Use the Display icon to navigate to the Student Master Data screen

Once on the Student Master Data screen, a Change/Display toggle will allow you to switch to change mode

Do not use the Create icon, since it will create a new student in the system

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PIQST00 – Tab Specific IconsPIQST00 – Tab Specific Icons

• Each tab contains icons specific to the records on the tab

• Example:

Icons on the Registration tab are used to create, display, and change programs of study

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Student File - TipsStudent File - Tips• Make sure you are in the correct student file!

After you select or type a new Student number, press Enter to populate the Student File fields

Check the name and other information that populates the Student File screen before you begin working with the data

• Clear the fields before entering a student’s number in the Student Number field by highlighting the number, pressing Delete, and then pressing Enter

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Student File - HoldsStudent File - Holds• Block the processing of certain activities for a student

Examples: registration, admission, etc.

• Can be viewed in the myUK portal

Only Advisor holds can be inactivated using the portal

• Can be viewed, created, and/or inactivated in the IRIS SAPGUI interface (IRIS Production system)

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Student File - HoldsStudent File - Holds• Status field displays whether the hold is active or inactive

Green square = active hold

Gray diamond = inactive hold (historical record)

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Student File - HoldsStudent File - Holds• Icons on the Holds tab are used to:

Create a hold

Change a hold

Inactivate a hold

View a hold

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Student File - HoldsStudent File - Holds• To display information about a hold, click on the Select icon to

the left of the hold

• Click on Display

• Click on Contact Address to see who to contact to release the hold

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Student File - HoldsStudent File - Holds• To close the data windows, click on Continue or press Enter

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Student File – RecruitmentStudent File – Recruitment• May be entered either

Manually, such as when a student attends a UK event

Automatically, such as when UK receives a test score, etc.

• Contains Type (Undergrad, Grad) and Source (Application, Alumni Recruitment, etc.)

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Student File – ApplicationsStudent File – Applications• Contains records pertaining to UK admissions applications

including:

Notification number

Description

System Status

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Student File - AdmissionStudent File - Admission• Contains application to UK including Program of Study,

Application Status, Academic Year, etc.

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Student File – Majors/Minors/OptionsStudent File – Majors/Minors/Options• Contains undergraduate majors, minors, options, etc. and

graduate area of study

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Student File – RegistrationStudent File – Registration• Populated automatically by the admission process and for each

semester thereafter of continuous enrollment

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Student File – Program Type ProgressionStudent File – Program Type Progression• Contains progression records of the following:

Academic honors (Dean’s list, etc.)

Academic standing (good standing, probation, suspension, etc.)

Progression classification (freshman, sophomore, etc.)

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Student File – General DataStudent File – General Data• Contains general information including

Program of study

Anticipated graduation date

Etc.

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Student File – StatusStudent File – Status• Contains student status information including:

Status (applicant, attending, etc.)

Valid from and to dates

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Student File – Advisor(s)Student File – Advisor(s)• Contains student advisor information including:

Advisor Name

Advisor Function

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Student File – Requirement CatalogsStudent File – Requirement Catalogs• Contains information including

Audit Type

Requirement Catalog

Version

Etc.

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Student File – Application for DegreeStudent File – Application for Degree• Contains records pertaining to applications for degrees including

Academic year

Academic session

Application status

Program ID

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Student File – UK Degrees AwardedStudent File – UK Degrees Awarded• Contains UK degree information including:

Qualification (degree, certification, etc.)

Degree type

Degree level

Etc.

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Student File – Enrollment Certification RequestStudent File – Enrollment Certification Request

• Contains requests for enrollment certification, such as

Education verification for enrollment

Good student discount for insurance

Insurance proof of dependency or student status

Etc.

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Student File – Transcript RequestsStudent File – Transcript Requests• Contains information regarding requests for student transcripts,

such as

Hold Until End of Semester

Hold for Post Degree

Hold for Processing of Repeat Option

Etc.

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Student File – Activity DocumentsStudent File – Activity Documents• Contains system records audit trail for student activities

including:

Module Booking

Change of Program

Sessional Registration

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Unit 2 – Check for UnderstandingUnit 2 – Check for Understanding

• Which tab would you use to view the student’s program of study?

Program Type Progression Tab

Registration Tab

Holds Tab

• On the Holds tab, how can you tell if a hold is active?

A green square is in the Status field

A gray diamond is in the Status field

A red circle is in the Status field

A blue square is in the Status field

• How can you find out who the student should contact to release the hold?

Display the hold and then click on the Change Information button

Display the hold and then click on the Contact Address button

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Unit 3Unit 3

StudentMaster Data

StudentMaster Data

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Student Master DataStudent Master Data• Contains student’s biographic and demographic information

• Your authorization in the system will determine which data you can access

• Tip: A green checkmark on the tab indicates it contains student information

• Reminder: Unless you are making a change to a student’s master data, remain in Display mode!

If you enter the Student Master Data screen in Maintain mode, you will lock that student’s information and other users cannot change that student’s data

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Student Master DataStudent Master Data• To access the Student Master Data screen, go to PIQST00,

then click on the Display icon to the right of Student Number field

• To return to Student File, click on the Back icon

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Student Master DataStudent Master Data• Display/Change toggle allows you to change from Display

mode to Maintain mode, provided your role allows the access

In Display mode, fields are gray and cannot be modified

In Maintain mode, modifiable fields are white

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Master Data – Personal DataMaster Data – Personal Data• Information includes:

Gender

Name

ID Number (Social Security Number), if known

Birth Date

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Master Data – Standard AddressMaster Data – Standard Address• Information includes:

House number and street

City, state, and ZIP code

Phone number

Email address

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Master Data – Address OverviewMaster Data – Address Overview• An overview which contains multiple addresses for the student

including:

Standard address

Current address

International address

Permanent address

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Master Data – Additional DataMaster Data – Additional Data• Information includes:

Data privacy warning (FERPA)

Ethnic origin

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Master Data – Visa/Residence DataMaster Data – Visa/Residence Data• Information includes:

Resident status and country

Passport number

Visa type, number, country of issue

Etc.

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Master Data – Transcripts/TestsMaster Data – Transcripts/Tests• Information includes:

Transcripts from external organizations (high school and/or college)

Tests from external sources

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Master Data – PCC UnitsMaster Data – PCC Units• Displays Pre-College

Curriculum (PCC) credits (high school curriculum credits used for undergraduate admission)

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Master Data – Related PersonsMaster Data – Related Persons• Contains emergency contact(s) and other related person

information including:

Name

Address

Contact information

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Master Data – myPasscode_ADMaster Data – myPasscode_AD• Contains Access and AD user ID information

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Unit 3 – Check for UnderstandingUnit 3 – Check for Understanding

• How do you move from the Student File to the Student Master Data screen?

Click on the Display icon next to the Student Number field

Click on the Student Master Data icon

Click on the Change icon next to the Student Number field

Use transaction code SSMD00

• On which tab would you find the student’s emergency contact person?

Personal Data Tab

Additional Data Tab

Related Persons Tab

• Your authorization…

Will allow access to all student data

Determines which data you can access

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SLCM Help &SLCM Help &TerminologyTerminology

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Key TerminologyKey Terminology

IRIS Term Definition

Student File

A collection of student information, viewed via tabs, pertaining to the student’s relationship with the University of Kentucky.

Student Master Data

A collection of student information, viewed via tabs, pertaining to the student’s biographical and demographic data including addresses, veteran information, privacy flag, transcripts and test scores from other institutions, and more.

Student Number

(NOT SSN!)

A unique 8-digit ID number assigned by IRIS. This is the key to student records. We will still maintain the SSN, if known, and search is permitted by SSN.

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Key TerminologyKey Terminology

IRIS Term Definition

Program of Study

The college and the degree

Example: BA-AS is the program of study Bachelor of Arts in the College of Arts and Sciences

ModuleA course in the IRIS system

Example: BIO 103

Module Group

A grouping of Academic requirements such as majors and minors

Example: MANA is the module group for a Management major

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Key TerminologyKey Terminology

Terminology Definition

Booking Class registration

Event TypeThe activity type of a course

Example: PSY 100 is made up of the event types Lecture and Laboratory

EventThe meeting pattern and location of the event type

Event PackageThe equivalent of a sectionExample: A-H 106 001

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Key TerminologyKey Terminology

IRIS Term Definition

Sessional Registration

A student will have a sessional registration for each semester of enrollment; basically means the student is eligible to register

Priority Registration

Time period for continuing students to register for the upcoming semester; occurs every November and April

AppraisalGrading; an institutional process for evaluating (grading) in a planned, structured, and standardized way

Business Partner (BP)

One who has a financial relationship with UK; all students are also business partners

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Help WebsitesHelp Websites

• myHelp website:

http://myHelp.uky.edu/rwd/HTML/index.html

Contains Quick Reference Cards (QRCs), updated course manuals, Simulations, Frequently Asked Questions, and other job aids

• IRIS website

http://www.uky.edu/IRIS/

Contains Information Directory, Forms, and other references

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SLCM CoursesSLCM Courses• Classroom Lab Courses

SLCM_AD_300 Event Planning

SLCM_AD_340 Programs of Study & Majors

SLCM_CA_310 Student Account Balance Display

• 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

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SLCM_200 ExercisesSLCM_200 Exercises• After the course, you can practice viewing student data in the

Training Sandbox

Click on Attachments

Click on SLCM_200 Practice Guide

Print the SLCM_200 Practice Guide pdf

Go to the Training Sandbox and follow the directions in the practice guide

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Course SummaryCourse Summary

You are now able to:

• Understand the integration of SLCM processes with each other and with other IRIS functions

• Understand the Student Administration tab on the myUK portal

• Navigate the Student File tabs

• Navigate Student Master Data tabs

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Check for Understanding InstructionsCheck for Understanding Instructions• To begin the Check for Understanding,

click Continue (bottom left corner of the screen)

• Click Here to continue when the system message appears

• Click Start Test to continue

Although it says “Test”, this course does not have an assessment

• When you have entered your answers, click End Test (located at the bottom right of your screen

• Click Close (lower right corner of the screen)

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Course Completion InstructionsCourse Completion Instructions• Click Logoff (lower right corner)

• When the WBT window closes, go back to your original browser window

Click on the browser window in your taskbar and wait for the screen to refresh

• Scroll down the page until you see the Confirm Participation section

• To complete the course, click Confirm Participation

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