tips tricks isis - university of...

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Tips & Tricks ISIS

This document provides a list of all the ISIS tips and tricks which have been advised to staff from the implementation of ISIS on 7 June 2010.

For the most recent tips and tricks, read the latest ISIS Update newsletter, available at: www.isis.unimelb.edu.au/about_isis/newsletter_-_isis_update.

Tips and Tricks Advised in Previous Issues

Summary of tips and tricks included in previous ISIS Updates:

Note: to quickly find what you are looking for use ‘Ctrl F’ and enter a key word

Tip or Trick (in order of ISIS Update issues, most recent update listed first) Page

Zooming in and out in the date search 3

Retrieving data via a ‘Group search’ 3

Using the Enrolment Tracking Search 4

Best Practice for Uploading Application Documents 4

Identifying Students Intending to Withdraw or Transfer 4

Avoiding time‐outs when using grid searches 5

Facts sheets – Admissions Search Model 5

New Cheat Sheets available on the web 5

Accessing Reports 5

Correction to previous Tips and Tricks entry in ISIS Update on 9 July 2010 5

New Cheat Sheets available on the web 6

How to find Subject Enrolment Numbers 6

Course Withdrawal Cheat Sheet 6

Finding Uncertified Results 6

Finding Unassessed Advanced Standing Applications 7

Be careful using ‘Favourites’ 7

Un‐ratified subject results 7

Course withdrawals 7

Responding to jobs logged with the Help Desk 7

Recording Designated Credit 7

RHD online help and Student Experience documentation 7

Avoiding “Another User has changed details…” error 8

Uploading application documents post application submission 8

Basis for Admission 8

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Recording Designated Credit 9

Credit for Exchange subjects 9

Majors and Specialisations for Completing Students 9

Updating the Library Barcode 9

Checking the census date 10

Calculated Expected Completion Date (ECD) and Must Complete By Date 10

How to run the Application Summary Sheet Report 10

Exporting Data from Grids 10

Using Group Search Icons 10

Searching for Applications By Organisational Unit 10

Verifying Results and Supplementary Exams 10

Basis For Admission not recorded 10

Admitting International Applicants 11

Consequential Withdrawals and Year‐long Subjects 11

Subjects with Continuing Results 11

Record Locking 11

Student Timetable and On Hold Classes 11

Offers for Incomplete Application 11

How to get ISIS data for my local system 11

2011 course and subject changes 12

Basis For Admission 12

You can quickly enter today’s date in ISIS 12

How to Identify Completing Students 12

How to identify students who are eligible for a Supplementary Exam 12

(Identifying completing coursework students in their final year who have failed a subject and may be eligible for a Supplementary Exam) 12

The number of students being identified as part of ratification is too low 13

Return from Deferral 13

Requisite Checking 13

Entering Results Manually 14

How to Retrieve Multiple Values Against One Field 14

Student Names in ISIS 14

Short Cut Keys 14

Adobe FlashPlayer 14

Results Certification 14

Leave of absence forms 14

Requisite subjects 14

Using the Correct Intake Periods When Admitting Students 15

Versions and Attempts 15

Using the Correct Intake Periods When Admitting Students 15

Study Plans for International Students 15

Special Consideration applications 15

Lifting Sanctions from Students’ Records 15

Take Care When Switching Between Screens 15

Updated enrolment procedures 15

Library barcodes of new students who were data converted from Merlin 16

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Calculating Leave of Absence (LOA) 16

Updated enrolment procedures 16

Sanctions 16

Multiple lines in grids 16

Mid Year Enrolments 16

Students who withdraw before the census date 16

Short Cut Keys 17

ISIS Now Linked to the University Staff Webpage 17

First time logging in 17

Update on 10 December 2010

N/A

Update on 7 December 2010

Zooming in and out in the date search. When entering dates in a date field, you can use the date picker to select the desired date. If you double click on the month field (which is the second top field in the date picker), you can zoom out to the current year. If you click the year, it will display 12 years at a time and finally, if you click it again it will display 12 decades at a time. To zoom back in, just click on the appropriate grouping and you will go to the next lower level.

Retrieving data via a ‘Group search’ If you click on the ‘group search' (far right magnifying glass icon) to perform a search, placing the cursor is in the Student ID or Study package field before clicking on the group search will ensure that data will be brought across into the search screen for easy retrieval.

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Update on 23 November 2010

Using the Enrolment Tracking Search Documentation is now available on using the Enrolment Tracking Search to help you monitor enrolment / re‐enrolment of students. This includes a range of common search scenarios such as finding students who have not yet re‐enrolled, finding students without load or LOA for half a year, finding students who are potentially over‐enrolled for half a year, and finding students who should (but do not) have a status of potentially complete. You can find this and other cheat sheets at:

http://www.isis.unimelb.edu.au/isis_tips/isis_cheat_sheets.

Best Practice for Uploading Application Documents If you ever need to upload application documents for students, please upload them via the Application Screen. This is beneficial because:

1. The uploaded documents can also be viewed on the Students Documents Screen as well as the Application Screen. 2. If a student application needs to be consolidated, you can still view all the uploaded documents via the Application Screen.

Identifying Students Intending to Withdraw or Transfer Here are some brief instructions on how to identify student who intend to withdraw or transfer. ISIS does not permit the forward‐dating of course withdrawals (discontinuations). This means that all formal student applications to withdraw from a course, where semester 2 results are required, will need to be set aside by Student Centres and processed after results are finalised. An extension can be requested from SMS‐E to allow time to process these applications after results are released.

To identify students who plan to withdraw or transfer, you can search for newly submitted forms (marked as ‘Unassessed’), or, if you have been setting the forms to ‘In Progress’, then you can search on this status instead.

1. Go to the Student Forms screen. 2. Click on the search icon next to the ‘Student form reference no.’ to open the UOM E‐Form search.

3. Use the following search criteria in the UOM E‐Form search. These dates are the timely re‐enrolment dates, so these forms were submitted during timely re‐enrolment.

OR, if you have been setting the forms to ‘In Progress’, use this in your search criteria.

Add your org unit to the search to find your own students, then for those student applications you support send a bulk extension request using the Request for Extension of Time and/or Manual Re‐enrolment form (this is available from the SMS intranet under re‐enrolment resources). An extension will be loaded by SMS‐E staff to allow additional time for processing once results are released after the standard re‐enrolment deadlines.

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Update on 5 November 2010

Avoiding time‐outs when using grid searches If you run a grid report, what do you do if you receive the error “Abort, Ignore, Retry”? Do not run the same report again. Instead, try the following:

Check the criteria. Do you need to be more specific? E.g. if you wish to only search for courses, then specify this (Parent SSP Only = Yes).

Do you have extra columns in the grid that you do not use? Then remove the columns by using the ‘customise columns’ feature and remember that you can now save this new layout.

Will the report return a significant amount of data (e.g. +5000)? Try running a number of reports (e.g. course 1 and then course 2).

Facts sheets – Admissions Search Model A reminder that the Admissions Search Model Facts Sheet is on the website and provides some useful Admissions search models to search and extract data from ISIS: http://www.isis.unimelb.edu.au/isis_tips/resources

Update on 25 October 2010

New Cheat Sheets available on the web: Student Summary Report Identifying coursework students due to complete their course Identifying student in their final subjects who have failed and may be eligible for a Supplementary Exam

You can find the above cheat sheets and many others on the ISIS website: http://www.isis.unimelb.edu.au/isis_tips/isis_cheat_sheets

Full list of ISIS Alerts and how they work: http://www.isis.unimelb.edu.au/isis_tips/resources

Admissions Search Models: guide on some useful Admissions search models to search and extract data from ISIS http://www.isis.unimelb.edu.au/isis_tips/resources

Accessing Reports Just a reminder that there is still a bug in ISIS which means that you may obtain incorrect data if you access reports from your ‘Favourites’ menu. Please access reports directly from the Reports menu until this issue can be fixed by the vendor.

Correction to previous Tips and Tricks entry in ISIS Update on 9 July 2010 Identifying students who are eligible for a Supplementary Exam ‐ this updated information is now on the web as a cheat sheet. Firstly, to identify students who are in their final year use the “Student Credit Summary Search”, with the following criteria (note, the following criteria are a guide only):

Enter the appropriate course (‘Parent Spk Cd’). By clicking the Add Criteria button, add the criterion ‘Total Passed and Enrolled’ using the operand of >= (greater than

or equal to) enter the total number of points for the course less 12.5pts (e.g. 300 ‐ 12.5 = 287.5). This will capture all students who have up to 12.5pts outstanding.

Add the criterion ‘Parent SSP Status Cd’ ‘one of’ Admitted, Potentially Complete, Leave of Absence and Conditionally Complete.

‘Expected Completion date’ between in the date range that you want, e.g.: between 01/07/2010 and 31/12/2010. Secondly, to identify students with fails within the mark range of 45 to 49 use the “Student Grades Search”, with the following criteria:

Export the student IDs identified above and paste them into the ‘Student ID’ field on the Student Grades Search screen (for a step‐by‐step guide on how to do this, refer to the Cheat Sheets page and open ‘Converting a List of Values’).

Add the criterion Availability Year with a value ‘=’ current year. Add the criterion Mark ’Between’ 45 and 49

Once you have the list of students, you can then apply the ‘S’ grade to their record.

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Update on 19 October 2010

New Cheat Sheets available on the web Processing Designated Advanced Standing for hybrid degrees identifying coursework students due to complete their course

You can find the above cheat sheets and many others on the ISIS website: http://www.isis.unimelb.edu.au/isis_tips/isis_cheat_sheets

How to find Subject Enrolment Numbers Do you need the enrolment numbers for a number of subjects? This is how to get this information from ISIS:

Step 1: Navigate to Study Package Availability Search form

Step 2: Enter the following criteria

Study Package Stage = Active

Responsibility Organisation = (your org unit)

Responsibility Category = Teaching Responsibility (or owning)

Availability Year = 2010

Study Package Category = Subject And retrieve these results

Step 3: Click on “options” on the icons on the far right hand side of the grid (see below) and select “customise columns” and navigate to the item “Current number enrolled” and drag this back into the grid (see below)

Step 5: Re‐retrieve the results and you will be able to view the list of subjects and how many students are currently enrolled in that availability.

NOTE: Current Number Enrolled is a hidden field and needs to be dragged on to the Grid

Update on 28 September 2010

Course Withdrawal Cheat Sheet A new cheat sheet has been added to the website. It explains the online withdrawal (Student Form) and course withdrawal process for coursework students. You can find this and other cheat sheets at:

http://www.isis.unimelb.edu.au/isis_tips/isis_cheat_sheets

Finding Uncertified Results If you need to find un‐certified results to arrange for these to be certified in order to help the re‐enrolment process, use the Student Study Package Search with the criteria of “Certified = No” and other appropriate criteria. See below for an example of this search:

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Finding Unassessed Advanced Standing Applications If you need find outstanding applications for advanced standing in order to process them, use the “Advanced Standing Application Search” Screen with the criteria “Application Status = unassessed” and the appropriate course code. Be careful using ‘Favourites’ Some people are experiencing problems when accessing reports via their Favourites menu. It appears that when reports which have bugs are replaced with new versions, the links within your favourites menu are not being refreshed so you will be taken to the old (buggy) versions of the reports. We are investigating further but as an interim measure, please don’t access reports from your favourites menu.

Un‐ratified subject results A large number of results from the first half of the year are still waiting to be ratified. A reminder that results need to be ratified when any missing or withheld results have been entered and certified. When ratifying results for a whole course, check the grouped period you are using covers all study periods you wish to ratify. Information on how to ratify results in bulk and for individual students can be found in the Ratification Process for Mid Year 2010 Cheat Sheet, available on the ISIS website: http://www.isis.unimelb.edu.au/isis_tips/isis_cheat_sheets

Course withdrawals A new cheat sheet which covers processing course withdrawal applications for coursework students (using the Student Forms screen) for will on the ISIS website on Monday.

Responding to jobs logged with the Help Desk If you receive an email from the Help Desk and wish to respond to it, please ensure the Incident number remains in the email’s subject line and that the email is addressed to ‘ISIS‐Help’. If you wish to include others in the email you should use the ‘cc’ line for their email addresses.


Recording Designated Credit In last week’s Tips and Tricks, we referred to a new cheat sheet about recording designated credit. This cheat sheet has now been updated with information about how to identify subjects as well as process the designated credit. A reminder about where to find all cheat sheets: http://www.isis.unimelb.edu.au/isis_tips/isis_cheat_sheets

RHD online help and Student Experience documentation If you need information about processes conducted via the Student Forms function in ISIS, you can either search for the actual process (e.g Leave of absence, change of supervisor, etc), or you can search on ‘Student Forms and the full list will appear. See screen shot below:

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Information about the student experience of RHD online forms can be found here: http://www.isis.unimelb.edu.au/__data/assets/pdf_file/0008/355940/The_Student_Experience_RHD_Cand_Variations_v1‐1.pdf

Avoiding “Another User has changed details…” error Remember that if you make a change to student data via one form (e.g. Student Study Package) and you navigate back to a previously opened form with those students details (e.g. Study Plan), you will need to select “retrieve” again. This is because data has now changed and the form will need to be refreshed with this updated data.


Uploading application documents post application submission When applicants provide documentation after they have submitted their application, you should upload these documents via the relevant Document Requirement (e.g. Transcript, Statement, etc) in the Application function rather than the Attachments section. The advantage of this is that documents uploaded via the Document Requirement are also viewable in Student Documents whereas those uploaded to Attachments are not.

Basis for Admission There are a large number of applications that are being processed without the Basis for Admissions being recorded. It is critical that Basis for Admission is recorded against the Final Assessment in the Application Function as it is required for DEEWR reporting. Please make sure you select the applicable entry from the drop down menu when you process applications.

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Recording Designated Credit A new type of Advanced Standing has recently been enabled in ISIS – Designated Credit. This type of credit should be used when students are moving from one UoM course to another for administrative reasons (e.g. when a double degree is split into two single degrees and students are moved from one course code into two new course codes). Designated credit will not appear on the student’s transcript. It is, therefore, used only when the course changes and subsequent credit are processed for administrative reasons. There is a cheat sheet on the ISIS website to assist you with this process:

http://isis.unimelb.edu.au/__data/assets/pdf_file/0007/354184/Recording_Designated_advanced_standing_cheat_sheet.pdf Credit for Exchange subjects A cheat sheet explaining how to handle credit for exchange subjects is currently being written and will be put onto the ISIS website as soon as it’s ready.

Update on 27 August 2010

Majors and Specialisations for Completing Students. The ISIS version of the Academic Transcript does not yet reflect details of students’ majors and specialisations contained in Study plans. The transcript will be modified (with this and various other changes) over coming months, in time for the peak end of year completions period. However, as certain cohorts will not have the correct information in their study plan, the process is as follows: For students completing between now and November and for combined degrees:

Use the relevant user fields on the Award screen to record the Major and/or Specialisation. This information will be printed on the transcript.

For all active and on‐going courses:

The student's majors and specialisations (including honours specialisations) should be correct in the study plan and this will print on the transcript. (Note that at the moment the Majors in ISIS don’t have the correct titles entered. The SSP team are currently cleaning up this data so that the transcript makes sense).

Where the study plan is not able to be completely set up with all majors and specialisations, then use the user fields on the Award screen instead.

The list of values in the drop‐down lists within the user fields will be updated to match the full list of study plan majors, so that transcripts will display the same wording regardless of whether it is looking at the study plan or the user field.

The transcript will look first to the student's Awards screen. If all the user fields for majors, specialisations and honours are blank, then it will look to the student's study plan. If both are populated, only the user field information will print.

Updating the Library Barcode. If you come across students who need their library barcode updated, please ensure you action this as soon as possible to avoid unnecessary delays for the student. Can you either call the ISIS Help Desk on ext: 42690 or SMS‐E on ext: 44772

Please don’t log this as a remedy request as it may cause unnecessary delays for the students.


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Checking the census date

When checking a census date in ISIS in the Study Package Availability ENQ screen, make sure that you use the Search Icon (located on far right) and select the relevant availability via this search. This ensures that you bring up all the correct information for the availability you are looking up.


Calculated Expected Completion Date (ECD) and Must Complete By Date Please note that the calculated ECD and the Must Complete By Date are different dates, used for different purposes. The calculated ECD is a date that is derived from the student’s current rate of study and the number of outstanding credit points on their study plan (for coursework students) or the Expected Work Submission Date (for research students). It is intended to indicate when a student will complete their course if they continue at their current pace, not as a deadline for completion. As such, it cannot be manually updated. Further information on the calculation details is available at: Expected Completion Dates

The Must Complete By Date is the date by which the student must complete the requirements of their course, or else they are considered to be making unsatisfactory progress. It is based on the Maximum Time to Complete value listed against all courses on the Study Package ENQ screen and is used to manage academic progress. The Must Complete By Date can be manually updated on the Student Study Package screen, as per the course progression rules available in the Results and Academic Progress User Guide (search for Must Complete By Date via the ‘Help’ button within ISIS).

How to run the Application Summary Sheet Report This report can be used to generate a PDF version of an application that has been entered into ISIS that can be emailed to staff as required. This is particularly useful in cases where an academic who does not have access to ISIS would like to view an application. Information on how to run this report can be found at: www.isis.unimelb.edu.au/isis_tips/isis_cheat_sheets.

Exporting Data from Grids Did you know that when you have data in a grid that you want to export, you don’t need to export all the information you have retrieved? Select the rows in the grid that you want to export to Excel and when you click on the Excel icon, ISIS will only export the highlighted rows.

Using Group Search Icons Group search icons can be used to search for valid combinations for a group of field values. When you click on a group search icon, a search screen will open and, if you already had values populated in one or more of the relevant fields on the original screen, pre‐populated search criteria should appear in the search screen. Occasionally, when you click on a group search icon, the pre‐populated search criteria will not appear in the search screen. In most cases, if you close the search screen and click on the group search icon again, the pre‐populated search criteria will appear.

Searching for Applications By Organisational Unit If you are searching for applications for admission by organisational unit on the Application Search screen, use the Availability Owning Org Unit criterion, not the Owning Org Unit criterion.


Verifying Results and Supplementary Exams Please ensure that subject coordinators verify results every time they are amended, even if the amendment is to record that the student has been granted a supplementary exam. This is to ensure the approval is recorded correctly on the system.

Basis For Admission not recorded There a large number of application for which the Basis For Admission has not been recorded. Just a reminder that the Basis For Admission must be entered during the application process as this information is required for DEEWR reporting and internal management reporting, see example below:

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Figure 1 ‐ Assessment Grid in the Application Function

Admitting International Applicants A number of international applicants have been admitted by faculty/graduate school staff. Please remember that only International Admissions should admit international applicants because there are ESOS compliance checks that are undertaken at the point of admission.

Update on 30 July 2010

Consequential Withdrawals and Year‐long Subjects Where students failed subjects which were pre‐requisites or co‐requisites for Year Long subjects the Consequential Withdrawal process will have withdrawn students from their Year Long subjects. If your area runs Year Long subjects with pre‐ or co‐requisites please check whether they have been correctly withdrawn. If they have been incorrectly withdrawn you should arrange to enrol them back into those subjects.

Subjects with Continuing Results These are subjects where a student is enrolled over more than one semester. If the student withdraws, entering withdrawn against the current semester’s enrolment will not alter the status of the enrolment in the previous semester. This means that the subject will stay as ‘enrolled’ and the student can’t be completed or discontinued from the course. We are looking into a solution and will provide you with further advice soon. In the interim please keep track of any withdrawals from continuing subjects as you will have to refer back to them once we have a solution.

Record Locking There have been reports of staff getting an error telling them that their record is locked and being updated by another user. The other user is actually you. It happens when you have multiple screens open and have unsaved data on one of them. In order to fix this you should close all your open windows. In order to ensure that it doesn’t continue to happen we would advise that you always save your work and close your windows as you go.

Student Timetable and On Hold Classes At the start of each semester we advise that you please check that any classes that you have ‘on hold’ don’t have students registered in them. Even if a class was open for a few minutes students may have registered into these classes. To check this you can run the Monitor Class Registrations report and enter the following parameters:

Offers for Incomplete Application There are a number of online applications for which offers have been made, and in some cases where the applicant has been admitted, when the application is incomplete. This is an issue and needs to be addressed or better, avoided. For full information and screen shots, please see Incomplete Applications on the ISIS website.

How to get ISIS data for my local system If you have a local system that used to get a feed of student data from Merlin, but you are currently not getting student data from ISIS, you need to let us know. Simply log a help request providing us with the details of the data you require. To log a help request, visit: http://servicedesk.unimelb.edu.au/itsc/sms/

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2011 course and subject changes Please send through any 2011 course and subject changes as soon as possible, so we can help you to meet your Timetabling and

Handbook deadlines. Important things to note with these changes include: o There is a new email address to send your information to: 2011‐[email protected] o We can only accept changes under delegated authority from approved Faculty representatives. Please email 2011‐

[email protected] with an updated list of names of approved faculty representatives. There is a limit of 4 per Faculty.

o We have distributed a ‘bulk change’ form that you can fill in for multiple change requests. If you have bulk requests, please use this form.

o 2010 late changes and any problems with structures should continue to be sent to isis‐[email protected]. o Please use a distinct and meaningful subject for each email request, so that we can keep related correspondence together

and more easily track requests.


Basis For Admission When you are processing applications for admission, please remember that the Basis For Admission field MUST be completed when entering an application assessment outcome (i.e. Qualified, Qualified with Conditions, Not Qualified) on the Application screen. This is an essential part of the business process and the information recorded in this field is reported to DEEWR.


You can quickly enter today’s date in ISIS To enter today’s date in ISIS in the relevant field, without typing it in or using the calendar, you can simply type ‘t’ and then hit tab. This will automatically enter today’s date in the field.

How to Identify Completing Students We have a new cheat sheet to assist you in identifying students who are due to complete their course. You can find it at: http://www.isis.unimelb.edu.au/training/isis_cheat_sheets ‘Load Search’ functionality in Searches If you try to load a saved search, it clears the criteria in the grid instead of actually loading the saved search. This is affecting the following grids:

Student Credit Summary Search Student Document Search Student Grades Search Student Reward Detail Search Subject and Class List

This is being investigated and we hope to have it resolved by end of next week. In the meantime, avoid using saved searches and enter your criteria directly into the search fields.


How to identify students who are eligible for a Supplementary Exam (Identifying completing coursework students in their final year who have failed a subject and may be eligible for a Supplementary Exam)

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Firstly, to identify students who are in their final year use the “Student Credit Summary Search”, with the following criteria (note, the following criteria are a guide only):

Enter the appropriate course (‘Parent Spk Cd’). By clicking the Add Criteria button, add the criterion ‘Total Passed and Enrolled’ using the operand of >= (greater than

or equal to) enter the total number of points for the course less 12.5pts (e.g. 300 ‐ 12.5 = 287.5). This will capture all students who have up to 12.5pts outstanding.

Add the criterion ‘Parent SSP Status Cd’ ‘one of’ Admitted, Potentially Complete, Leave of Absence and Conditionally Complete.

‘Expected Completion date’ between in the date range that you want, e.g.: between 01/07/2010 and 31/12/2010.

Secondly, to identify students with fails within the mark range of 45 to 49 use the “Student Grades Search”, with the following criteria:

Export the student IDs identified above and paste them into the ‘Student ID’ field on the Student Grades Search screen (for a step‐by‐step guide on how to do this, refer to the Cheat Sheets page and open ‘Converting a List of Values’).

Add the criterion Availability Year with a value ‘=’ current year. Add the criterion Mark ’Between’ 45 and 49

Once you have the list of students, you can then apply the ‘S’ grade to their record.

The number of students being identified as part of ratification is too low

If you feel that the number of students that your ratification process is returning is low, there are a couple of reasons why this may be the case. Please check the following:

That you are running the process on all versions of your course. ISIS will default to the current version and you may need to run the process on earlier versions as well. (you can see how many versions of a course there are through the study package search) Check that your Core subjects have been defined on the Study Plan as part of the Study Plan build process. Note that any uncertified results will not be included. Note that the output that you are expecting is in accordance with the new University Unsatisfactory Progress Policy and this may affect the number of students that are affected.

Return from Deferral

We have published a detailed Return from Deferral cheat sheet to guide you through the process of students who return from deferral. It is on the ISIS webpage along with other helpful cheat sheets.

Requisite Checking

When subjects were given new codes for conversion to ISIS, requisites had to be matched from the old Merlin codes. We used the most recent version of the Merlin subjects. In 2009 all subjects that were active in Merlin were given a new version. This means that requisite checking only went back to 2009, which resulted in extra manual checking in some cases. It was decided to open up requisite checking to include the last 2 Merlin versions. ISIS has now been updated to check against the last 2 versions of Merlin subjects. Also, VCE pre‐requisites have now been added to those subjects with ‘other score’ requisites, as per the 2010 Handbook. If you find that any of your requisites are incorrect:

1. Changes to 2010 Requisites in ISIS to reflect the Handbook Email isis‐[email protected]

2. Changes to 2010 Requisites in both Handbook & ISIS Formal Late Change approval by AB required.

3. Change to 2011 Requisites Changes to subject requisites should first be made by Faculty Handbook Editors in the 2011 Handbook. Keep a list of which subject records have had their requisites changed and then, when you have set these records in the Handbook to ‘Ready’, email 2011‐[email protected] with the list of subject codes. The ISIS config team will then review the updated Handbook entries and update the requisites in ISIS to match.

Any other requisite related queries should continue to go to isis‐[email protected]

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Entering Results Manually When entering results manually, make sure you save after every 15 records, so you don’t lose any work.

How to Retrieve Multiple Values Against One Field Did you know that you are able to retrieve multiple students at a time in the same search? To find out how, visit the cheat

sheet titled: Converting a List of Values on the ISIS website: http://isis.unimelb.edu.au/training/isis_cheat_sheets.

Student Names in ISIS The way a student name is displayed in ISIS may be different. If a first given name has two parts to it, it may display with one as the first given name and one as a middle name. If both names should show as first name, staff in a student centre can correct this without the usual protocol. Please then add a comment noting that the name format was amended following data conversion. If the second part of a name is not displaying at all or If a student’s name is incorrect in any other way, students will

need to follow the usual change of name procedure.

Short Cut Keys Did you know that you can use most commonly used short cut keys in ISIS, such as Cntr R to retrieve data. For some of the more common short cut keys visit: www.isis.unimelb.edu.au these will be on the website by Monday.


Adobe FlashPlayer Staff undertaking the Introduction of ISIS eLearning course or reviewing course modules: Adobe has recently released a

new version of Flash Player. Your computer needs the latest version of Flash Player to play the eLearning modules. If this software needs to be installed, you must have 'administrator' access to your computer to do it yourself, or contact your IT support person to do it for you.

Results Certification Staff are reminded that the electronic Result Change Notification simply replaces the hard copy Assessment Return Sheets in

Merlin. Staff certifying results should follow the same procedures as per Merlin for making sure results are verified prior to Certification (and release to students). It is up to staff check that results have been verified before certification – ISIS will not prevent results from being certified where they have not been verified.

What to do if your subject is only partially verified, (i.e. some results have been signed off, but not others): 1. Enter a withheld or missing result (WAF) or (MIS) for the few results to be resolved, and bulk certify the subject (note: students will be able to see the WAF or MIS grade) or 2. Bulk certify the subject, and then immediately un‐certify individual results that haven’t been signed off (to be individually certified once verified) or 3. Certify verified results individually (recommended where the majority of results have not been verified). In all cases, staff should follow up on unverified results and escalate as appropriate (e.g. generate ad‐hoc notification to Chair of Examiners who can verify results on behalf of Subject Coordinator) to have results verified or corrected.

Leave of absence forms We have noticed that some RHD students are using the Coursework Leave of Absence form by mistake. You may not notice

this error so we are identifying affected students on a weekly basis and liaising with RHD specialists in faculties to take corrective action.

Requisite subjects When subjects were given new codes for conversion to ISIS, we had to match requisites from the old Merlin codes. We used the most recent version of the Merlin subjects. In 2009 all subjects that were active in Merlin were given a new

version. This means that requisite checking only goes back to 2009. This has resulted in extra manual requisite checking in some cases. So it has been decided to open up requisite checking to include the last 2 Merlin versions.

This will require 1‐2 days work, which we will undertake at the beginning of next week, 5 July. We will let you know when the update is complete. If you require requisites to be matched to earlier versions, please email details to: 2011‐[email protected]

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Using the Correct Intake Periods When Admitting Students When admitting students to a course, you need to make sure that you use the correct ‘Intake’ period in ISIS. There is a

distinction between the ‘Intake’ period and the ‘Teaching’ period for admission purposes. In Merlin there was no distinction made between Intakes and Teaching Periods – e.g. semester 1 applied to both admission and teaching. More information is

available on the following cheat sheet: http://www.isis.unimelb.edu.au/training/isis_cheat_sheets. If you feel that the intake periods that appear in ISIS are not appropriate for the course. Please contact the ISIS help line for

appropriate intake periods to be set up against the course (i.e. term 1, term 2)

Versions and Attempts When processing bulk jobs, requisite waivers and advanced standing, make sure you enter the correct Version and Attempt

for either the course or subject.

Update on 24 June 2010

Using the Correct Intake Periods When Admitting Students When admitting students to a course, you need to make sure that you use the correct ‘Intake’ period in ISIS. There is a

distinction between the ‘Intake’ period and the ‘Teaching’ period for admission purposes. In Merlin there was no distinction made between Intakes and Teaching Periods – e.g. semester 1 applied to both admission and teaching. More information is available on the following cheat sheet: http://www.isis.unimelb.edu.au/training/isis_cheat_sheets

If you feel that the intake periods that appear in ISIS are not appropriate for the course. Please contact the ISIS help line for appropriate intake periods to be set up against the course (i.e. term 1, term 2).


Study Plans for International Students An update to the procedure for study plans of new international students: for technical reasons, we are reverting to the

original procedure that International Admissions will expand the study plans of all new international students during the Offer‐Admit process. The ESOS requirements are that students cannot select subjects until they arrive on campus so the ONS sanction will remain until then. Faculty staff will need to expand the students' study plans once they have lifted the ONS sanction, when the international students arrive on campus.

Special Consideration applications You can attach scans of special consideration supporting documents from students on to the special consideration

application in ISIS. However, you can’t yet use the Special Consideration Search or the student form search function to identify which applications have had documents attached. This is being developed and will be delivered later.

Lifting Sanctions from Students’ Records Staff need to have completed Enrolments B training to be able to lift the TEB sanction. This can now be done via a bulk

process. If you need guidance on how to do this, please refer to the instructions in the Online Help in ISIS. Look under Results and Academic Progress > Stage 5: Notification, Determination and Consequential Action > Applying/lifting sanctions for multiple students in bulk.

Take Care When Switching Between Screens Staff should take care when switching between screens that the correct student details have been presented, as sometimes

the previous student’s details will remain displaying. For example, when you switch screens from Study Plan to Student Comment, ISIS may pre‐populate the new screen with the student number of your current student (blued out and unchangeable) but the comments from your previous student may still appear in the ‘body’ of the screen. In order to obtain the data for the new student you have to clear the screen, re‐enter the current student ID and re‐retrieve. This is one of those 'features' that happens throughout the system that, unfortunately, can be a hazard for new users.


Updated enrolment procedures

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SMS‐Enrolments have documented the enrolment process to take into account changes in the student system. This is

available in the Student Admin Intranet under Enrolment Resources.

Library barcodes of new students who were data converted from Merlin Prior to the no change period, there were some domestic students who had been issued with an offer letter from Merlin.

Their Merlin generated offer letter would have contained their library barcode. When these students complete their enrolment in ISIS, they are required to activate their University account and e‐mail. To complete their account activation these students are still required to enter their library barcode on the Accounts registration page.

Where no barcode has previously been issued, which is the case for all new ISIS students, or data converted international students who had not proceeded to accepting their offer in Merlin, they do not need a barcode to initially activate their University account and proceed to enrol. The library barcode will be printed on their Student ID card.


Calculating Leave of Absence (LOA) All past LOA records (ie. any leave which ended prior to 7 June 2010) have been loaded into ISIS as two comments: one that

prints on the transcript and another that doesn’t. You will need to take this into account when looking at a student’s past leave periods.

So, LOA from 7 June 2010 onwards is recorded as a Stage/Status change at the course level (Stage = Admitted and Status = Leave of Absence) but LOA before that date is a Comment. The comment codes to look for are:

LOA_DCN_04 ‐ Leave Data Conversion Comment – Transcript LOA_DCN_10 ‐ Leave Data Conversion Comment.

This means that newly enrolling students from mid‐2010 onwards will have all their LOA periods calculated by the system and if a student applies for more than the maximum allowed LOA for the course (usually 12 months), the system will alert the staff member.

For students with enrolments prior to 7 June 2010, staff should check for any LOA comments and if any exist, determine whether the student has exceeded their LOA entitlement.

Updated enrolment procedures SMS‐Enrolments have documented the enrolment process to take into account changes in the student system. This is

available in the Student Admin Intranet under Enrolment Resources.

Sanctions Some staff have been experiencing difficulties lifting the TEB sanctions when they have completed a student’s study plan.

We have made some changes in ISIS and this problem should now be fixed. You can now go back and lift the TEB sanctions.

Multiple lines in grids You may have noticed multiple rows appearing in a grid, for example in the Report on Special Consideration applications.

When a student submits an application there are several note types and each note type for a particular subject will be on a separate row. This facilitates all departments seeing full information about an application. If you scroll across, you will see if the note relates to the same subject or not.

Update on 10 June 2010 Mid Year Enrolments If you are expecting new students to enrol at mid‐year, please make sure the relevant course(s) are correctly set up with a

structure in ISIS. If there is no structure the students will not be able to enrol. If you see that a course does not have a structure please contact us immediately via the ISIS help desk.

Students who withdraw before the census date

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If a student withdraws from a subject before the census date, the status of the subject in ISIS changes to ‘Planned’. It will not be show as ‘withdrawn’ as it was in Merlin after the subject change date.

Short Cut Keys Microsoft shortcut keys work on ISIS. You can reduce your use of the mouse by familiar keys such as Ctl+S for Save, Ctl+R for

Retrieve etc.

ISIS Now Linked to the University Staff Webpage You can now access the ISIS website from the University staff webpage: http://www.unimelb.edu.au/staff/


First time logging in When you first log in to ISIS, the first few screens that you open up will take a little while to load. They could take up to 1

minute. This is completely normal, as ISIS needs to call a lot of information from the server when you first log in. It will speed up after a few screens have loaded.

For further information on building study plans and the result verification process, visit the cheat sheets page on the ISIS website: http://www.isis.unimelb.edu.au/training/isis_cheat_sheets.

When the study plan is built, don’t forget to lift the Temporary Enrolment Block sanction. Instructions for how to do this are in the online help within ISIS.