registrar’s office scheduling, registration, retention ... · procman_schregret.doc 11 8 january...

ProcMan_SchRegRet.doc 1 8 January 2010

Registrar’s Office Scheduling, Registration, Retention & Graduation

Procedures

January 8, 2010


Table of Contents

Table of Contents 2 Colleague Utilities 6

End Session - XUSC ................................................................................................................................ 7

Directory of Reports - UTFB ..................................................................................................................... 8

Scheduling 10 Scheduling Principles ............................................................................................................................. 11

Course Section Schedules (Timetables) - CSSC ................................................................................... 12

Sections 14 Section Number Naming Convention ..................................................................................................... 15

Section Creation/Maintenance - SECT .................................................................................................. 16

Section Copy - SCOP ............................................................................................................................. 21

Section Rules - RLDE ............................................................................................................................ 23

Section Comments - ASCI ..................................................................................................................... 25

Section Blocks - SCBL ........................................................................................................................... 26

Section Cross-Listing - SXRF ................................................................................................................. 28

Section Cancellations ............................................................................................................................. 32

Update Student Section Data - XUSD ................................................................................................... 33

Grading 34 Grade Verification – Informer and FGCL or BGVU ................................................................................ 35

Enter or Verify Grades by Class Level - FGCL ...................................................................................... 37

Grade Rosters - XGRO .......................................................................................................................... 40

Grade Distribution Reports - GRDS ....................................................................................................... 43

Transcript Procedures 45 Transcript Requests - TRRQ .................................................................................................................. 46

Student Requests Print - STRQ ............................................................................................................. 48

Transcript Print Restrictions - TRPR ...................................................................................................... 52

Transcript Printing - TRAN ..................................................................................................................... 53

Student Restrictions 55 Restriction Codes (REST) ...................................................................................................................... 56

Person Restriction Codes Processing (PERC) ...................................................................................... 58

Group Assign, Change or Delete Restrictions - ACDR .......................................................................... 60

Sponsored Students - SP PERC ............................................................................................................ 63

Student Restrictions Report - XPRK ...................................................................................................... 65

PERC Processing – ABESAP Books (IABK PERC) .............................................................................. 68

Ambassador Bursary - (PERC - SP) ...................................................................................................... 70

Restrictions Report - XPRK .................................................................................................................... 71


File Management Procedures 73 File Retention Procedures ...................................................................................................................... 74

Address Maintenance – ADSU/ADR ...................................................................................................... 78

Registration 81 Granting Registration Priority – ARGP ................................................................................................... 82

Grant Access to NVITConnect – DRUS ................................................................................................. 84

Printing Registration Statements – RGST .............................................................................................. 85

Printing Registration Statements - RGN ................................................................................................ 87

Course Withdrawals - RGN .................................................................................................................... 88

Senior/Elder Registration – Tuition Free ................................................................................................ 90

Applicant and Student Remarks - AREM/STRK .................................................................................... 91

Block Registration - BRGN ..................................................................................................................... 93

Natural Resource Technology - FTTP Students .................................................................................... 95

Prerequisite Checking - RQMM .............................................................................................................. 98

Change to Audit .................................................................................................................................... 100

Section Waitlist Management (SWLM) ................................................................................................ 101

Waitlist Processing (WLAV) ................................................................................................................. 102

Registration Conflict Reports - XCSC .................................................................................................. 104

Student Program Listing – XSPL .......................................................................................................... 106

Web Registration Procedures - Refer to NVITConnect Manual 109 Fee Assessment, Payment & Refund Set-up 110

AR Codes - ARCF ................................................................................................................................ 111

Fee Tables – TRTB, RGBR, RTRT, RGRT .......................................................................................... 112

Student Activity Fee Rule – STUFEE ................................................................................................... 118

Computer and Lab Fee Rules – COMPFEE and LABFEE .................................................................. 119

Sponsored Students ............................................................................................................................. 120

Arrears Processing ............................................................................................................................... 122

NVITConnect Payment Processing – CRSC, CCCR, WCCC .............................................................. 123

Refund Set-up ...................................................................................................................................... 124

Retention Alert 125 Retention Alert – Case Creation, Routing and Management ............................................................... 126

Retention Alert – Case Types and Associated Managers ................................................................... 127

Retention Alert Cheat Sheet – Organization Roles, Categories and Case Types ............................... 128

Retention Alert Colleague Forms ......................................................................................................... 130

Retention Alert Case Contact Set-up – Contact.Methods .................................................................... 132

Retention Alert Organization Roles - ORGR ........................................................................................ 133

Retention Alert Export Person to Resource Database- EPDB ............................................................. 135


Retention Alert Assign Organization Roles - AROR ............................................................................ 136

Retention Alert Workflow Administrator Parameters - DWPA .............................................................. 137

Retention Alert Parameters, Types and Categories – RALP, CATY, CCRL ....................................... 138

Retention Alert Batch Case Creation Set up Forms – BCCS, DBCC .................................................. 141

Retention Alert Case Creation – RECC ............................................................................................... 143

Retention Alert Cohort Tracking ........................................................................................................... 144

Retention Alert – Non-Attendance ....................................................................................................... 149

Retention Alert Batch Close Retention Cases – CRCA ....................................................................... 150

Retention Alert Purging Retention Cases - PRCA ............................................................................... 152

Retention Alert Email Reminders – BREM ........................................................................................... 154

Updating NVITConnect Web Screens – WFPM ................................................................................... 155

Populate Retention Alert Data Mart - PRDA ........................................................................................ 158

Retention Alert Reports – Informer....................................................................................................... 159

Retention Alert Garbage Collection Processor - WAGC ...................................................................... 161

Retention Alert Reports - Informer ....................................................................................................... 162

Degree Audit 164 Degree Audit Overview ........................................................................................................................ 165

Curriculum Approvals ........................................................................................................................... 166

Annual Maintenance (or as needed) .................................................................................................... 167

Degree Audit Security Classes ............................................................................................................. 168

Degree Audit Program List ................................................................................................................... 169

Associate Degrees – Course Types ..................................................................................................... 170

Academic Evaluation Defaults – AEDF ................................................................................................ 173

Web Acad Program Parameters – WAPP ............................................................................................ 174

Acad Evaluation Sort Types Customization – AEST ............................................................................ 176

Degree Audit Evaluations from Colleague – EVAL, BEVL, PSPR ....................................................... 177

Degree Audit Evaluations from WebAdvisor – NVITConnect .............................................................. 183

Batch Academic Evaluation – XDAR ................................................................................................... 185

Academic Progress and Retention 188 Satisfactory Academic Progress .......................................................................................................... 189

Probation Reports ................................................................................................................................ 191

Graduation Evaluation 194 Graduation Application and Communication Overview ........................................................................ 195

Graduation Application – NVITConnect Set-up .................................................................................... 197

Graduation Application - NVITConnect ................................................................................................ 198

Graduation Processing - XGRD/GDAU/UACF ..................................................................................... 199

Graduation Processing – Communications Management PCB ........................................................... 206

View Communications History - IHS .................................................................................................... 211


Graduate Reports - Informer ................................................................................................................ 212

Graduate Media Releases .................................................................................................................... 213

BC Adult Graduation Diploma .............................................................................................................. 215

BC Secondary School Graduation/Grading Requirements .................................................................. 217

Informer Reports 220 Informer Report – Enrolled Students 06/Fall ........................................................................................ 221

Ministry Reports 223 PEN Submissions ................................................................................................................................. 224

Central Data Warehouse – CDW ......................................................................................................... 231

FTE Reporting ...................................................................................................................................... 232

College & Institute Student Outcomes (CISO) – Annual Requirements .............................................. 233

College & Institute Student Outcomes (CISO) Requirements– REQU ................................................ 235

CISO Program Definitions – XOPD ...................................................................................................... 239

CISO Extracts – XCOW/XGOE ............................................................................................................ 241

NVIT Library System Extracts .............................................................................................................. 244

Miscellaneous Reports/ Processes 246 Employee Confidentiality Agreements ................................................................................................. 247

Merge Duplicate Records - XMGD ....................................................................................................... 250

Check for Student Conflicts Report – XCSC ........................................................................................ 251

Login Session Control - XUSC ............................................................................................................. 253

Copying Reports to a File ..................................................................................................................... 254

External Updates 255 PASBC Application Data Updates........................................................................................................ 256

Useful Uniquery Statements 264


Colleague Utilities


End Session - XUSC

Introduction

This screen allows a user to end a session which is still running and may be locking a person or other record (may occur when Colleague crashes and a person or organization record is open on a user’s screen).

Procedure

Log on to Colleague and access the XUSC screen. It will show all sessions for the user (except for the current session). It will ask if you wish to terminate the session. See example following:

Enter Yes here and Finish Out (F8) of the screen to end

these sessions and release any

records.


Directory of Reports - UTFB

Updated: August 8, 2007

Introduction

In Colleague’s Release 18 files saved to “Hold” (using H in the Output Device field of the Print screen when compiling reports) will need to be accessed through UTFB.

Note also that in R18 reports can be identified as private or public. Private reports can only be viewed by the creator and public reports can be viewed by any user.

Under development: Shared output will be developed which will enable users to share reports amongst a predefined group of users (e.g. payroll reports with payroll staff).

Procedure

If you have sent a report to Hold and want to view it, access the UTFB screen which looks like this:

Enter the following in each of the fields:

Field Enter Comments

Directory File Name

_HOLD_ Other directories may be available dependent upon your Colleague set-up.

Security Type PR – Private PB – Public SH- Shared

PR is currently the only one working.

Item Name Colleague Report Name Either enter the report name or do a …. to look up reports available.

Browse Options B – Browse on Screen S – Spool (send to print spooler D – Delete

Note that if you send your report to Browse on your screen you can AUX print (choose the print local icon from the screen).

See example of completed screen following:


Save from this screen to look up available files. See example following:

Select the file and it will be available to view on screen (if B for Browse chosen)

Type … here to look up files in the directory.


Scheduling


Scheduling Principles

Scheduling Principles Approved – Education Council October 26, 2005

Introduction The Academic Schedule will normally be presented to the October meeting of Education Council by the Registrar and will be published in the calendar. Following are the principles used in developing the Academic Schedule.

A. Term Dates 1. For the Fall Term, instruction normally begins on the Wednesday following Labour Day and

continues for fourteen (14) instructional weeks followed by an exam period that will normally be seven calendar days in duration.

2. For the Spring Term, instruction normally begins in the first full week of January and continues for fourteen (14) instructional weeks followed by an exam period that will normally be seven calendar days in duration.

3. For the Summer Term, instruction normally begins in the first full week of May and continues for fourteen instructional (14) weeks followed by an exam period that will normally be seven calendar days in duration,

4. Courses offered off-stream (e.g. later start, earlier finish, condensed offerings, or sections that span more than one term etc.) must be scheduled to include Education Council approved student contact hours.

B. Withdrawal Dates 1. Withdrawal dates are established according to the Board Policy (C.3.6 Course Withdrawal) of:

”… up to 66% of the duration of the course delivery. For courses delivered over more than a two-week period, this will be calculated up to the end of the week. Courses delivered in a module format (two weeks or less) will be calculated to the end of the 66% duration day.”

2. Where sections are offered “off-stream” (see 4 above), the withdrawal dates will be calculated by the Registrar and will be recorded in Colleague and published in section information.

C. Examination Periods 1. Examination periods for each term will begin on the Monday following the final day of classes for the

term and will normally be seven (7) calendar days in duration. 2. According to Board Policy (C.1.9 Final Examinations), the Examination Schedule will be finalized

by the Registrar eight (8) weeks before the last day of classes.

D. Statutory Holidays 1. Statutory holidays will follow provincial standards and will be considered in building Term schedules.

Where statutory holidays will adversely affect scheduled class time, Departments will make alternate arrangements to ensure student contact hours are met.

E. Annual Events 1. An annual Student Orientation will be scheduled for the Tuesday following Labour Day. 2. Reading Break will be scheduled for the eighth (8th) week of classes in Spring Term each year. 3. An annual Graduation and Awards Ceremony will be scheduled on the second Saturday in May of

each year.


Course Section Schedules (Timetables) - CSSC

Introduction

Course section schedules can be generated to show sections scheduled in Colleague. It will show the current schedule information and should be considered the authority for the term offerings. This procedure provides the details to compile a course section schedule.

Procedure

Access the Course Section Schedule CSSC screen from any Colleague menu. Basic entries to prepare a timetable for a specific term are on the sample screen following:

+------------------------------------------------------------------------------+ | 06/08/10 15:54 COURSE SECTION SCHEDULE CSSC | |==============================================================================| | 1 Sort Selection: SE Section 3 Print Requisites........: No | | 2 Block Type....: 4 Include Printed Comments: Yes | +------------------------------------------------------------------------------+ | 5 Saved List Name: | | Begin End | | 6 Section Dates..: | | 7 Meeting Times..: | | 8 Meeting Day....: | +------------------------------------------------------------------------------+ | 9 Subjects................: 1: | | 10 Courses.................: 1: | | 11 Course Sections.........: 1: | | 12 Terms...................: 1: 06/FA Fall 2006 | | 13 Departments.............: 1: | | 14 Divisions...............: 1: | | 15 Faculty Members.........: 1: | | 16 Locations...............: 1: MER Merritt | | 16 Locations...............: 2: WEB Online Course | | 17 Instructional Methods...: 1: | | 18 Addnl Selection Criteria: Y | |aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaa|

Additional selection criteria should be added to exclude inactive sections. See example following: +------------------------------------------------------------------------------+ | 06/08/10 16:04 Additional Selection Criteria CSSC | | Using the CDL062 List Specification | | Selection File: COURSE.SECTIONS | |==============================================================================| | | | 1 Additional Select Criteria | | Connective Field Name............... Relation Parameter/Value.......... | | 1: WITH SEC.CURRENT.STATUS EQ "A" | | A | | 2: | | | | 3: | | | |aa Controller Select Specification aaaaaaaaaaaaaaaaaaaaaaa Adding Value 2 aaaa|

Finish out (saving to the Hold directory) to compile the report. The report will look like this: 06/08/10 COURSE SECTION SCHEDULE Page 1 04:05PM 06/FA Section Name Sort Title/ Course Section/ Faculty Members/ Instr ---Start/End---- Synonym Comments Meth Room Days Time Date Freq Credits CEU --------------------- ------------------------------ ----- -------------- ------- ---------------- ---- ------------------- ------- ACED-180-OL1 Project Management LEC 06/09/05 Week 3.00 1832 Online Course. 06/12/15 ACHD-226-C1 Aboriginal Research LEC MAIN M067 MTWTHFS 09:00AM 06/11/20 Week 3.00 1646 AHSD students only, withdraw 05:00PM 06/11/25

Posted schedules

should include Merritt and

Web sections.

Be sure to say Yes to include

additional selection criteria.


by Nov. 23/06

To prepare as a printed document:

• Email the file as an attachment to yourself and open the document in Word;

• Remove all header information;

• Change the font to Courier New 9 Bold;

• Copy the whole document to the clipboard;

• Open the current version of the Timetable (Registrar’s Drive under registration\timetables) and paste the updated information into the document;

• Remove excess line breaks/spaces etc.;

• Select View from the toolbar menu and click on Headers and Footers (or double-click on the header area of the timetable);

• Update the header as shown below;

NVIT Vancouver Schedule – 2007 Fall Title/ Course Section/ Faculty Members/ Instr ---Start/End---- Synonym Comments Meth Room Days Time Date Freq Credits CEUs

• Switch between header and footer using the Header and Footer Toolbar;

• Update the footer as shown below;

07Fall_Schedule_NVIT13 1 1/8/2010

• Save the document and print a copy for posting and then print a PDF copy and email it to staff at NVIT.

First line formatting: Centered, Arial 16 Bold Update the term here.

Font: Times New Roman 10 Update the document name and date.


Sections


Section Number Naming Convention

Introduction

At NVIT, section numbers are used to identify unique characteristics of the section (e.g. regular delivery, community delivery etc.). This procedure provides the current naming convention.

Procedure

Current section number naming conventions are:

Code Description Examples Comment

0 (numeric) Regular Sections 01, 02 Regular sections (usually offered in Merritt) are prefixed with a zero (0).

C Community Offering

C1, C2 Sections are delivered in communities and are coordinated through Community Education.

CD Community Offering – Directed Studies

CD1, CD2 Sections are delivered in communities and are coordinated through Community Education but are Directed Studies.

CP Community Offering – Prior Learning Assessment

CP1, CP2 Sections are delivered in communities and are coordinated through Community Education but are priori Learning Assessment.

D Directed Studies D1, D2 Sections are created upon the approval of the instructor and Dean using a Directed Studies form.

E Enowkin E1, E2 This code is applied when sections are administered through Enowkin (may be offered at different locations like Westbank, LSI, and Kelowna).

G General Interest G38, G49 Sections are delivered through Continuing Studies.

OL Online OL1, OL2 Sections are delivered online (internet).

P Prior Learning Assessment

P1, P2 Sections are created upon the approval of the Prior Learning process.

V Sections (base) offered in Vancouver

V1, V2 Sections are offered at the Vancouver campus.

VD Sections (base) offered in Vancouver – Directed Studies

VD1, VD2 Sections are offered at the Vancouver campus – Directed Studies.

VP Sections (base) offered in Vancouver – Prior Learning Assessment

VP1, VP2 Sections are offered at the Vancouver campus – Prior Learning Assessment.

X Cross-listed Section

X01, X02 Used when sections are cross-listed to allow for combination of students (e.g. community students whose fees are paid by contract and fee payer students in the same class).

Note: Two sections cannot have the same section number in the same term (even if one is cancelled) as one section will not show up in reports.


Section Creation/Maintenance - SECT

Updated July 10, 2009

Introduction

This procedure provides the details on building new sections. Note that consideration should be given to using the Section Copy (SCOP) capability to create new sections from correctly set-up existing sections.

Procedure

To build a new section, access the SECT screen from any Colleague menu. The screen looks like this:

Many of the fields on the Section screen will default from the default course parameters as stored on the CRSE screen.

Fields on the Section screen should be updated as follows

Field Description Comment

Section Section numbers are used to identify unique characteristics of the section (e.g. regular delivery, community delivery etc.),

Refer to the Section Number naming convention for details on naming sections. Section numbers MUST be unique in the term.

Term Enter the term the section will start in. Note that sections which expand beyond one term must use the term they start in.

Start/End These dates will default from Field 2 Term but must be overwritten with the actual start and end dates for sections offered off stream.

These dates must reflect the actual start and end dates for FTE counts and for the FTE audit.

Synonym Not currently used.

Depts/Pct Enter the Department Code of the department offering the section.

Available on a lookup. Should be the academic department responsible for the course.


Field Description Comment

Credit Type Credit types will default from the Course (CRSE) record and are not normally updated at the SECT level.

Current choices are: A Adult Basic Education B Billing Course C Credit G Community Education L Prior Learning Assessment N Contract V Vocational

Min/Max/Incr This value will default from the Course record. Enter the credit value in the first element of this field.

Note: College Readiness courses do not currently have credits.

CEUs Not used.

Course Lvls Denotes the level of the course. Defaults from the course record and is not normally updated at the SECT level.

Choices are 100, 200, 300, 400, GI (General Interest), NA, BC (Billing Course), 020-060 (Literacy, Fundamental and College Readiness).

Acad Lvl TR is used for most courses.

NT courses are not graded on NVIT’s system and do not display on transcripts.

Grade Scheme

NVIT2 is the current grade scheme.

Short Title The transcriptable title for the course. Note: This title will default from the Course record and should not be changed on the Section record unless changed on the Course record.

Status Section Status can be: A Active (Available for registration –

immediately on NVITConnect)) C Cancelled (Do not cancel until students

have been withdrawn – see cancelled sections procedure).

P Pending (use while building section) H Hold for Cancellation. Change sections to

this status while you withdraw enrolled students.

Refer to cancelled sections procedure for details on canceling sections.

National ID The 6 digit CIP code is entered here. Normally defaults from the CRSE record and should not be updated here.

Local ID Former PACS code. May be blank.

Location Enter the location the section will be offered. May need to be added to the CRSE record if a prohibitive list is created on the course records.

Course Types NEW July 2009

Section Course Types are used for Degree Audit (implementing Summer 2009) and for Course Planner. Course types are currently defined for students in UT and Associate Degree programs. Current SEC.COURSE.TYPES are:

Section Course Types default from the Course record and are not normally updated on the SECT screen. Note also that any CHANGES must be made on the CRSE screen and then updated to any existing Sections.


Field Description Comment UT 100 UT First Year Level UT 200 UT Second Year Level UT 300 UT Third Year Level UT 400 UT Fourth Year Level ARTS ARTS Transfer Course SCI Science Transfer Course SCIMC Science – Math or Stats

Transfer Course SCIL Science- Lab Science

Transfer Course SOSC Social Science Transfer

Course HUM Humanities Transfer Course

Topic Codes Topic codes were formerly used to identify the type of course delivery (for reporting purposes). Current choices are: A Active Registrations C Continuous F Fixed 15 Percent N Non-Base Fixed 15% X Exclude From FTE

Need to review. Should always use the default Topic Code.

Funding Source NEW July 2009

Choices are: BAS: Base Funded. Sections are usually

scheduled in Merritt or on the Web and are scheduled by the Dean, Instruction & Enrollment Services. May also include off-site base offerings like N’Kwala. Also includes base offerings delivered by Directed Studies or PLA.

EAA No longer used (was former SOCW Billing Courses)

NAA NVIT Accreditation Affiliation. Partnership courses delivered at a specific location (“NVIT approved” courses). Does not include Community Education sections. Currently only includes Enowkin sections.

REC: Cost Recovery. Sections are offered through contract and are managed by Community Education.

OTHR: Other. Sections are delivered through Continuing Education. All sections are scheduled through Coordinator of Continuing Education (Sheila).

CON: Contract Services. No longer used. Do not use.

Funding Sources must be entered accurately for each section.

Faculty Detail to FASC to attach a Faculty member to Refer to the FASC procedure for more


Field Description Comment Assignment the section. details.

Section Offering

Detail to SOFF to attach to enter times, rooms and dates (must match field 3 start/end dates).

Requisites Prerequisites should default from the course screen.

Refer to the Course Requisite procedure for details on how to enter prerequisites.

Section Restrictions

Ensure Field 1 Section Capacity is set to the maximum for the section. Ensure Field 3 is at 0 unless there is a minimum number of students.

Financial Info Funding Source as defaulted from the CR

Billing Information

Detail to SECB. This screen must be completed correctly in order for the fees to assess. Fields should be updated as follows: Billing Method T From Tables (unless section

is Cont. Ed). Disc Max Pct: Not currently used. Billing Period Type R Reporting Term Disc Max Amt Not currently used. Periodic Billing No Misc Fee Billing Credits. Set to credit value of course. Comments Add comments if desired/ Schedule Type This code represents the

department offering the course and determines the billing amount (per the fee tables) and where the revenue flows.

Note: NVIT-V sections need: specific NVITV Schedule Types. Refer to SCTY procedure for details.

Reg Date Ranges

Registration Dates will default from RGUS/RGUD.

Need to develop procedures for special registration periods.

Cross-Listing Refer to section cross-listing procedure.

Additional Info Detail here to the Additional Information screen to add notes about the section.

See example of screen following:

Additional Section Information

This screen is used to store additional information about sections. This includes critical Information that will print on Schedules and NVITConnect or Comments that won’t print but are important for record-keeping and follow-up. See examples:

• Restrictions on sections;

• withdrawal dates for off-stream sections;

• cancellation dates;

• notes about additional hours needing to be scheduled etc.

• Note: If a section is to be delivered by Video-conferencing, it MUST be noted as such on the Printed Comment line so students can make informed decisions about the course.


See example following:

Information in this field will

print on printed timetables and will display on NVITConnect.

If desired, enter information here about

the section (e.g. if a section is cancelled make a note here).


Section Copy - SCOP

Introduction

The Section Copy (SCOP) screen allows the user to create a new course record by copying another course. Any existing course may be used as a template for another course.

Procedure

Access the Section Copy (SCOP) screen from any Colleague menu. This screen will create a section by copying an existing section.

This process is extremely useful when you want or need to create a new section (i.e. building the schedule for a new term). The new section will be created exactly the same as the section you are copying from, except for the data you change on the SCOP screen (such as status, instructor information, and meeting information).

After you create a new section, you can access the Sections (SECT) screen to modify the information as needed. See following steps:

Step Action

1 Review similar sections and make note of one that has similar characteristics to the new section you want to create (e.g. if the new section is community-based, make note of a community based section to copy and make note of what the new section number should be).

2 Enter the SCOP screen and enter course section you want to copy from at the course section lookup prompt.

3 Enter the new section number in the New Section field (1). Note that this number must:

fit with the section number naming convention (see procedure); not be a duplicate of a section number in that term.

4 Enter the status for the new section in the Status/Date field (2).

5 Change any instructor or scheduling information in Faculty Member field (4) and Instr Meth field (5) as required

See screen print following: +------------------------------------------------------------------------------+ | 05/11/04 09:18 SECTION COPY SCOP | | Course Name......: ENGL-110 Term...........: Fall 2005 | | Copy From Section: C1 Start/End Dates: 05/09/16 05/10/09 | |==============================================================================| | 1 New Section: C2 3 Synonym: 1528 | | 2 Status/Date: A Active 05/11/04 | +------------------------------------------------------------------------------+ | 4 Faculty Member Instr Meth Percent Load Teach Arrgt | | St Dt End Dt Contr Type Position Contr Load Period | | | | 1: 0001859 Teressa Nahanee Lectu 100.00 0.00 | | 05/09/16 05/10/09 | | 2: | | | | | | 5 Instr Meth Bldg Room St Time End Time Days of Week Start Dt End Dt | | Frequency | | 1: Lecture 05/09/16 05/10/09 | | Weekly | |aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaa|

Continue with these steps:

Step Action


Step Action

6 Review the information on the SCOP screen and FINISH (F8) to save

7 Access the SECT screen and enter the new course at the course section lookup prompt. Modify the information on the following fields as required: Local ID (15) Location (16) Course Type (17) Faculty (19) Offering Info (20)* Restrictions(22)

Billing Info (24) Add. Info (27)

* remember to rebuild the Section Meeting Dates (Field 3 on SOFF) each time you create or modify a section.

8 FINISH (F8) to save.


Section Rules - RLDE

Introduction

These rules are built on the RLDE screen and are attached to sections on the Section Restrictions (SRES) screen (available from any Colleague menu or by detailing from Field 22 of SECT). Attaching rules to sections will:

allow students who meet the rules to register in sections (in-person or on the web);

provide an alert to staff during in-person registration that the student has not met the rules (this rule can be overwritten by staff if appropriate);

block students who do not meet the rules from registering on the web.

Procedure

Current section restriction rules at NVIT are:

RULE Title Description

ADMN Reserved for ITC/NRT/ADMN Students

Restricts enrollment to students in ITC, NRT, ADMN programs including 1 and 2 and CE (if applicable).

AECE1 Reserved for AECE1 students

Restricts enrollment to students in AECE1.

BUSM Reserved for ACED/ADST/FNPA Student

Restricts enrollment to students in ACED, ADST, FNPA programs including 1 and 2 and CE (if applicable).

CREDGEN Reserved for Gen Credit Students

Restricts enrollment to students in IAST2, UNCLAS, ADST1, ADST2, ACED1, ACED1CE, ACED2, ACED2CE, FNPA1, FNPACE1, ACHD1, AECE.

FNPA Reserved for FNPA Students

Restricts enrollment to students in FNPA.

FSC Reserved for FSC Students

Restricts enrollment to students in ADC) programs including 1 and 2 and CE (if applicable).

IAST2 Reserved for IAST2 Students

Restricts enrollment to students in IAST2, UNCLAS and HQLG1 programs

NRTC Reserved for NRT Students

Restricts enrollment to students in NRT and UNCLAS programs including 1 and 2 and CE (if applicable).

NRTC2 Reserved for NRTC2 Students

Restricts enrollment to students in NRTC2

NOTE: none of these restriction rules are currently working (August 19) and will be removed until they can be tested and implemented.

Communication of Section Restrictions

Section restrictions should be identified by the Departments and communicated in the Scheduling process. The Registrar should review these restrictions and determine and advise if any will provide barriers to students.

Once finalized, section restrictions should be:

entered on the SRES screen when sections are built;


translated into “student friendly” language on the printed comments field (detail on field 27 of SECT) in order from them to display to students on NVITConnect and to print on printed timetables (e.g. CSSC or XSAR reports).


Section Comments - ASCI

Introduction

Section Comments are maintained on field 27 of the Sections (SECT) screen. Printed comments should be entered if information about the section (e.g. if course is offered online or is restricted to certain programs) should be made available to the student. Internal comments may also be entered for the institution to maintain a record of decisions about a section (e.g. if a course was cancelled).

Procedure

Two types of comments can be entered: non-printing (entered on the SEC.COMMENTS field for internal purposes) and Printed comments (entered on the SEC.PRINTED.COMMENTS field for display on NVITConnect and printed timetables). See screen image following:

+------------------------------------------------------------------------------+ | 05/08/18 15:37 ADDITIONAL SECTION INFO ASCI | | Section: AECE-101-01 Term...: 05/FA Status.....: Active | | Title..: Child Development I Synonym: 1337 Status Date: 05/06/01 | |==============================================================================| | 1 Purpose...........: W Web Course | | 2 Transfer Status...: | | 3 Special Property..: | | | | 4 * Comments........: 1: | | 2: | | 3: | | 4: | | 5: | | | | 5 * Printed Comments: 1: Reserved for Early Childhood Education | | 2: | | 3: | | 4: | | 5: | | | | | |aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaa|

Enter comments to display here.

Make sure Purpose is set to W to display on NVITConnect.


Section Blocks - SCBL

Introduction

Section Blocks can be used to register students in a block of courses and are useful where all courses in a program are proscribed.

Procedure

To create a section block, access the SCBL screen and when prompted enter a section block name according to the following naming convention:

Section Block Naming Convention:

Section Block names consist of Program Name, an underscore, Term. See example following:

L E P P _ S P

Section Block Screen

When creating a new section block, enter the section block name according to the naming convention (above) and press enter. The section block screen will appear as follows:

+------------------------------------------------------------------------------+ | 05/11/17 14:36 SECTION BLOCK SCBL | | Section Block: LEPP_SP | |==============================================================================| | 1 Course Block....: | | 2 Description.....: | | 3 Term/St/End Date: | | 4 Location........: | | 5 * Course Section | | Bldg Room St Time End Time Days of Week St Date End Date | | 1: | | | | 2: | | | | 3: | | 6 * Students......: 1: | |aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaa New Record aaaaaaaaaaaaaaaaaaaaaaa| Course Block LookUp:

Enter the following in each field:

# Field Description

1 Course Block The first time you create a block, leave this blank. When creating blocks for subsequent terms, enter the Block used from the previous matching (i.e. Fall to Fall) to build this block from.

2 Description Enter the description of the Block – must include the program code and the term. Hint: Enter = at the beginning of your test screen to retain the uppercase letters in the program code.

3 Term Start/ End Date

Enter the term abbreviation here (e.g. 05/SP) and the start and end dates will default.

4 Location Leave blank or enter the campus location of the program.

5 Course In the field element, enter the first course/section for the program. Hint: do a lookup for the term and subject and you can choose the sections from your resolution screen.

Enter Program Code followed by an underscore _

and then the abbreviation for the term.


# Field Description Repeat until all sections for the term are entered and then Update (F7).

See example of completed screen following: +------------------------------------------------------------------------------+ | 05/11/17 15:55 SECTION BLOCK SCBL | | Section Block: LEPP_SP | |==============================================================================| | 1 Course Block....: | | 2 Description.....: LEPP Program Spring Term | | 3 Term/St/End Date: 06/SP Spring 2006 06/01/02 06/04/26 | | 4 Location........: MER Merritt | | 5 * Course Section | | Bldg Room St Time End Time Days of Week St Date End Date | | 1: LEPP-140 01 | | MAIN M038 09:00AM 12:00PM M 06/01/02 06/04/26 | | 2: LEPP-150 01 | | MAIN M038 01:00PM 04:00PM TH 06/01/02 06/04/26 | | 3: LEPP-165 01 | | MAIN M038 02:00PM 05:00PM W 06/01/02 06/04/26 | | 4: LEPP-170 01 | | 07:00AM 05:00PM MTWTHFSU 06/04/23 06/04/26 | | 5: | | | | | | 6 * Students......: 1: | |aa Controller Course Sections aaaaaaaaaaaaaaaaaaaaaaaaaaaa Adding Value 5 aaaa| Course LookUp:

Confirm you have all the required courses in the block and then Update (F7) out.


Section Cross-Listing - SXRF

Introduction

Some sections will be set-up for students in Community programs with the section billing set so that tuition fees are not charged to students. If students from outside of those communities wish to register in those sections, it is necessary to build a separate section which will be linked to the primary section but will have fees attached to it.

As well, some sections offered at one campus may be delivered to students at the other campus and need to be scheduled as separate sections in order to book rooms and instructors and to facilitate registration.

The Section Cross-list (SXRF) screen is used to add a section to a list of sections that share the same meeting times, places, and instructors. This is done by setting up cross-list information for these courses and sections.

Procedure

The Section Cross-List (SXRF) screen is used to group together two or more course sections with the same meeting dates, times, locations and instructors.

Following are the steps for cross-listing courses:

Step Action

1 Original Section (Primary Section) Access the SRES screen and enter the original section (primary section) at the course section lookup prompt. Make the following entries: Section Capacity – enter the number of seats required for the primary section. Schedule Capacity – enter the same number as for Section Capacity. Note: Make sure the additional printed comments on the section clearly indicate the delivery (e.g. if the section is reserved for the Community students).

2 Original Section (Primary Section) SCOP – Enter the SCOP screen and enter the Primary section at the Lookup prompt. Copy the course and rename the section number for the new section to an open section being sure to preface the section number with an X (e.g. X01 or VX1 if Vancouver). The copy process will copy all information from primary section to the new cross-listed secondary section.

3 New Section (Secondary Section) SRES – Enter the SRES screen and look up the Secondary (e.g. X01 or VX1) section. Change the Section Capacity (Field 1) to the appropriate number of seats and Section Capacity to that same number. Make sure the additional printed comments on the section clearly indicate the section is an “Open Section” or “By Video-Conference” and any additional information regarding fees (e.g. “Fees Due Upon Registration”). Access the SCBS screen and update the section billing information to:

update the billing method to Tables; add billing credits (value = credit value of course).

4 Access the SECT screen for the primary section and DETAIL from the Cross-Listings field to the SXRF screen. On this screen, enter the cross listing information as follows:

Enter the combined section capacity in Field 1 Global Capacity; Enter the open section in Field 2 Cross List Sections/Title.

The total at the bottom of the screen should equal the number in Field 1 (Global


Capacity) field. See example following.


Following is an example of a completed Section Cross-List Screen where BUSM 222 section 01 (Merritt section) is cross-listed with BUSM 222 section VX1 (Vancouver section):

Section Billing Information – Distributed Learning Sections

If the Primary section is a Distributed Learning section that does not have fees, that section (e.g. C1) will not assess fees* if the Section Billing screen is set as follows:

*currently, the Student Activity fee will assess.

In this example the open section (X01) will assess fees and will be set as follows:


Note: If there are any changes to either section, the cross-listed section must be changed as well.

Future Consideration: Add Community Education Schedule Type or AR code

(must be Section Billed to use AR Code) to direct the revenues to CE.


Section Cancellations

Introduction

This procedure provides the details to cancel sections.

Procedure

Cancelled course business process should be:

• Immediately access SECT and change status to H for cancellation;

• Print SROS with phone numbers to contact students and advise;

• Access SOFF and delete room assignments and update section meeting times;

• Access ASCI and change printed comments to indicate cancellation (.e.g. “Section Cancelled <DATE>”)

• Access SECT and change status to C (this will withdraw the students). NOTE: You should get a message that asks “Do you want to immediately rebill?” Answer YES to this.

• Print RGST for students who may have paid fees and need refunds. Forward to Finance for refunds to be processed.

This will ensure the course is not available on NVITConnect (and more students register)

Note: be sure to delete the times and instructor or the section will continue to appear on schedules and other reports.


Update Student Section Data - XUSD

Introduction

This procedure provides the details to update student enrollments if section data was changed after they registered.

Procedure

Access the XUSD screen from a Colleague menu. See screen example following:

Notes:

1. This is a powerful screen which can change academic records for all students – be careful;

2. Review your update fields carefully;

3. Run in test mode first.


Grading


Grade Verification – Informer and FGCL or BGVU

Updated: December 16, 2008

Introduction

As faculty enter grades on NVITConnect they need to be verified in order for students to view them on NVITConnect. This procedure provides the process by which the Registrar can create Informer list of all grades for a term that have not been verified and then produce Grade Rosters for those sections in order to verify them.

Procedure

Each day during the final exam period the Registrar will use Informer to run the “Grades to be

Verified” report. See report following:

This will produce a list of the grades needing verification. Grades can then be verified by class (FGCL) or in batch (BGVU).

Grade by Class Level

Access the FGCL and you will receive a warning message indicating that the grades have been locked (this is a default setting so that instructors cannot change grades after they have been entered on NVITConnect). See example following:


Select OK and the screen used to verify by class using FGCL will be displayed. See example following:

To verify the grades from this screen, enter Y in the Verify Now field and save out.

BGVU

Or, to verify a group of grades use BGVU. Note that you must be careful in what you enter in the selection parameters.

Note: only use BGVU once you can verify all grades entered (see Informer report) have been entered correctly (ie do not have CIP and S and U.

By default, grades entered on NVITConnect are locked meaning they cannot be changed by the Faculty on NVITConnect. They can be unlocked using the Unlock Grades box. Note that this opens

them to Faculty to make changes.


Enter or Verify Grades by Class Level - FGCL

Updated: September 30, 2009

Introduction

This procedure provides the details for Registrar’s Office staff to enter or verify* final grades.

*the verification process enters the grades to the student’s academic record so that they can be viewed on transcripts and on NVITConnect.

Procedure

Access the FGCL screen and at the lookup select a course to grade. \

If no Final grades have been entered, the section will display as follows:

Enter the Final grades in the Final grade column and Save Out.

Grade by Class Level

If grades have been entered on NVITConnect (or by another operator and need to be verified), access the FGCL and you will receive a warning message indicating that the grades have been locked (this is a default setting so that instructors cannot change grades after they have been entered on NVITConnect). See example following:


Select OK and the screen used to verify by class using FGCL will be displayed. See example following:

To verify the grades from this screen, enter Y in the Verify Now field and save out.

Withdrawal Status and Grades

The registration status of W is not a grade and should never be entered as a grade (and therefore never verified as a grade). W appears in the grading scheme in order to have the status of "W" appear on the transcript when a student's status is changed to W during the withdrawal period. A grade of "W" should NOT EVER be entered as a grade as the credit value of the course is then included in the total credits and therefore in the GPA calcuations.

This status does appear on the transcript as a "W" if the Registration Status is changed to "W" during the withdrawal period. This is the correct way to process a withdrawal. Note that withdrawals processed after the end of the withdrawal period should have the status date entered in order to have the correct withdrawal period "W" appear on the transcript.

By default, grades entered on NVITConnect are locked meaning they cannot be changed by the Faculty on

NVITConnect. They can be unlocked using the Unlock Grades box. Note that this opens them to Faculty to make changes.


Missing Grades Follow-up – Informer – Missing Grades Report

Introduction

Registrar’s Office staff need to track the submission of grades to ensure they are entered and verified in a timely manner. To assist in this, an Informer report has been built which produces a listing of sections which have not been graded and follow-up is required.

Procedure

An example of the report is as follows:

The output from this is emailed to the ARO each week for them to follow up.


Grade Rosters - XGRO

Introduction

This procedure provides the details on how to run grade rosters showing completed grades for a section or to produce blank grade sheets for a section which has not been graded.

Procedure

Access the XGRO screen from any Colleague menu. The screen looks like this: +------------------------------------------------------------------------------+ | 06/11/07 09:29 GRADE ROSTER XGRO | |==============================================================================| | 1 Print Request Only: 6 Class Lvls Incl.: 1: | | 2 Grade Request Dt..: 7 Class Lvls Excl.: 1: | | 3 Print Dbl Space...: 8 Ant Comp Dt Incl: 1: | | 4 Dropped Incl......: 9 Ant Comp Dt Excl: 1: | | 5 Withdrawn Incl....: 10 Xlisted Crs Incl: | +------------------------------------------------------------------------------+ | 11 Saved List Name.: | | 12 Course Sections.: 1: | | 13 Start/End Dates.: | | 14 Terms...........: 1: | | 15 Locations Incl..: 1: | | 16 Locations Excl..: 1: | | 17 Subjects Incl...: 1: | | 18 Subjects Excl...: 1: | | 19 Departments Incl: 1: | | 20 Departments Excl: 1: | | 21 Faculty.........: 1: | | 22 Schedule Type...: 1: | | 23 Additional Selection Criteria: No | |aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaa|

Enter the following information in the fields:

# Field Description

1 Print Request Only Enter [Y] if you want a roster without grades. Enter [N] if you want a class roster with final grades included.

2 Grade Request Date If you entered [Y] in Field 1 and are sending the roster out to have grades submitted by a date, enter that data in this field.

3 Print Double Space If you want the report double spaced, enter Y in this field.

4 Dropped Included Enter [Y] to include students who have dropped the class. Recommended this be done when sending out grade requests so instructors know which students have dropped the class.

5 Withdrawn Included Enter [Y] to include students who have withdrawn from the class. Recommended this be done when sending out grade requests so instructors know which students have actually withdrawn.

6-10 Various Various fields to include/exclude data.

11 X-listed Courses If a section is cross-listed enter [Y] here to include cross-listed sections.

12 Save List Name Enter a saved list here to run Grade Rosters for a group of students on a saved list.

13 Start/End Dates Recommended to leave blank unless unsure of term then enter date range here.

14 Terms Enter Term in NVIT format (e.g. 07/SP).

15 -16 Locations Usually left blank but locations to include or exclude can be added.


# Field Description

17-21 Subjects/Departments/Faculty Specific subjects, departments, faculty can be entered to include or exclude.

22 Schedule Types Usually left blank (schedule types are codes for fees).

23 Additional Selection Parameters

Enter Yes to choose additional selection parameters (need to know codes for fields).

See example of a completed screen to produce a grade roster for ENGL-110-C1 in the term 06/Spring: +------------------------------------------------------------------------------+ | 06/11/07 17:09 GRADE ROSTER XGRO | |==============================================================================| | 1 Print Request Only: No 6 Class Lvls Incl.: 1: | | 2 Grade Request Dt..: 7 Class Lvls Excl.: 1: | | 3 Print Dbl Space...: No 8 Ant Comp Dt Incl: 1: | | 4 Dropped Incl......: No 9 Ant Comp Dt Excl: 1: | | 5 Withdrawn Incl....: Yes 10 Xlisted Crs Incl: Yes | +------------------------------------------------------------------------------+ | 11 Saved List Name.: | | 12 Course Sections.: 1: ENGL-110-C1 | | 13 Start/End Dates.: | | 14 Terms...........: 1: 06/SP Spring 2006 | | 15 Locations Incl..: 1: | | 16 Locations Excl..: 1: | | 17 Subjects Incl...: 1: | | 18 Subjects Excl...: 1: | | 19 Departments Incl: 1: | | 20 Departments Excl: 1: | | 21 Faculty.........: 1: | | 22 Schedule Type...: 1: | | 23 Additional Selection Criteria: No | |aa Controller Incl Locations aaaaaaaaaaaaaaaaaaaaaaaaaaaaa No Values aaaaaaaaa| Location LookUp:

Once all information is entered, press F8 and return to get to the Sort Definition Screen. +------------------------------------------------------------------------------+ | 06/11/07 17:10 Sort Definition XGRO | | (ACL047) Grade Roster | | | |==============================================================================| | | | 1 Criteria: | | Field Name............................. Sequence............ | | 1: SEC.DEPTS BY.EXP | | 2: SEC.SUBJECT BY | | 3: SEC.FACULTY.SORT.NAME BY | | 4: SEC.ACAD.LEVEL BY | | 5: SEC.FFAC.TEACH.ARRANGEMENT BY | | 6: | |aa Controller Sort/Break Specification aaaaaaaaaaaaaaaaaaa Value 1/5 aaaaaaaaa| Sort Field Name LookUp: SEC.DEPTS

Press F8 and return to get to the Print/Hold screen as follows:


Grade Distribution Reports - GRDS

Introduction

The grade distribution report provides an overview of grades received by course. This report should be run at the conclusion of each semester and should be reviewed by Senior Management and Department Heads and then posted on the Institute intranet.

Procedure

The Registrar will have the institutional research department run GRDS Report at the end of each semester. Criteria in running the report will be:

Additional selection criteria must be used to exclude dropped or deleted courses from the report. Use the following additional selection criteria:


Institutional Research will import the report into Excel and sort the data into departments. Once completed, it will be forwarded to the Registrar who will present it to Management Committee.


Transcript Procedures


Transcript Requests - TRRQ

Introduction

When students* request a transcript, requests are entered on the Transcript Requests screen. This procedure provides the details for completing that screen.

*a student signature or written release on file are required in order to comply with Protection of Privacy legislation. .

Procedures

When a transcript request is received access the TRRQ screen from any Colleague menu. The screen will look like this:

+------------------------------------------------------------------------------+ | 06/12/01 14:59 TRANSCRIPT REQUESTS TRRQ | | | |==============================================================================| | 1 * ID/Name.............: 15 Date Produced | | 2 Modifier..............: | | 3 * Address.............: 1: | | 4 CPP...................: | | 5 Country...............: | | 6 Request Date..........: Ack Date: | | 7 Delivery Method.......: | | 8 Number of Copies......: Print Now: | | 9 Copies Charged........: Pay Now: | | 10 * Transcript Groupings: 1: | | 11 * Print Restrictions..: | | 12 * Document Code.......: | | 13 * Comments............: 1: | | 14 Sender Information....: | +-------------------------------------------------------+----------------------+ | 16 Fee Codes Charge | Total...: 0.00 | | 1: | Amt Rcvd: | |aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaa|

At the LookUp prompt, look up the student. You will then either:

Be directed to a screen where previous transcripts have been issued; or

Be prompted to add a request.

Note: In both instances you will need to select A to add a new request. Do not change a previous request.

Fill in the appropriate fields in TRRQ. See highlighted examples following: +------------------------------------------------------------------------------+ | 06/12/01 15:05 TRANSCRIPT REQUESTS TRRQ | | Swanson, Ms. Kimberly A. ID: 0006275 *** See PERC *** SIN: 492- | | Quilchena BC V0E 2R0 Home: 250-315-1412 | |==============================================================================| | 1 * ID/Name.............: Camosun College 15 Date Produced | | 2 Modifier..............: Attn. Susan Pang | | 3 * Address.............: 1: 3100 Foul Bay Rd | | 4 CPP...................: | | 5 Country...............: | | 6 Request Date..........: 06/12/20 Ack Date: | | 7 Delivery Method.......: P Print | | 8 Number of Copies......: 5 Print Now: No | | 9 Copies Charged........: 5 Pay Now: No | | 10 * Transcript Groupings: 1: OFT Official Transcript | | 11 * Print Restrictions..: Passed | | 12 * Document Code.......: | | 13 * Comments............: 1: | | 14 Sender Information....: | +-------------------------------------------------------+----------------------+ | 16 Fee Codes Charge | Total...: 0.00 | | 1: | Amt Rcvd: | |aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaa|


Fields on this screen are filled in as follows:

Field Description

ID/NAME Enter the organization or person name who is receiving the transcript.

Modifier Enter additional information to route the transcript for the person or organization in Field 1 (e.g. the name of the person in the organization).

Address Confirm the address on the screen matches the address on the transcript request. If not, Detail on Fi8eld 3 to see if the address on the request is listed*. * if the address is not listed, you will need to access ADSU to add a new address.

Request Date

Enter today’s date if transcript is to be printed on next transcript run. OR Enter the last date of the term if the transcript is to be issued at the end of the term.

Number of Copies

Enter the number of copies the student has requested.

Transcript Groupings

Enter OFT here in order to print Official Transcripts.

Once all data is entered Finish Out to save. Place student request in the Transcript Request Hold file.

This process stores the request in the Transcript Request Hold file until transcripts are run. Refer to the Student Requests Print procedure for details on printing transcripts.


Student Requests Print - STRQ

Introduction

If students have requested a Transcript or Letter of Enrollment (future implementation) and their request has been entered to Colleague, the request is stored in a hold file. This procedure provides the details to print the Transcript from that hold file.

Procedures

Transcripts are produced on Wednesday and Friday afternoons. Access the requests which are stored in the Transcript Request Hold file. The STRQ screen is used to print those requests. Access the screen and all current requests will display as follows:

Note: Check Transcript Print Restrictions should be set to Yes and Transcript Grouping Procedures should be blank.

Save from this screen to bring up the sort definitions screen. This sort is currently set to sort by student. It can be changed to sort by recipient. See screen shot following:


At the Student Transcript Requests screen, select H for Save to Hold:.

Save from this screen and the next screen. This will open the transcript in a new browser on your screen. See example following: Page: 1 of 1 Student LN Student FN 00099991 09/07 2009 August 20 Student Transcript Student Address. Student City, BC V1K 1H6 COURSE Course Title CRD GRD GRDPT COURSE Course Title CRD GRD GRDPT 1999-09-07 to 1999-12-16 2004-08-09 to 2004-08-14 INDIGENOUS/ACADEMIC STUDIES UNCLASSIFIED STUDIES SOCW 200A INTRODUCTION TO S.W. PRACTICE 3.00 A+ 12.99 ADMN 130 COMMUNITY DEVELOPMENT I 3.00 A+ 12.99 Term GPA 4.33 Credit 3.00 Term GPA 4.33 Credit 3.00 Cum GPA 4.33 Credit 3.00 Cum GPA 4.30 Credit 30.00


2003-10-04 to 2003-12-14 2004-08-23 to 2004-08-28 UNCLASSIFIED STUDIES UNCLASSIFIED STUDIES ADMN 121 INTRODUCTION TO MANAGEMENT 3.00 A+ 12.99 BUSM 294 BUSINESS LAW 3.00 A+ 12.99 Term GPA 4.33 Credit 3.00 Term GPA 4.33 Credit 3.00 Cum GPA 4.33 Credit 6.00 Cum GPA 4.30 Credit 33.00 2003-10-18 to 2003-12-14 2005-01-03 to 2005-04-27 UNCLASSIFIED STUDIES UNCLASSIFIED STUDIES POLI 111 CANADIAN GOVERNMENT & POLITICS 3.00 A+ 12.99 BUSM 211 INTRODUCTION TO FINANCE 3.00 A 12.00 Term GPA 4.33 Credit 3.00 Term GPA 4.00 Credit 3.00 Cum GPA 4.33 Credit 9.00 Cum GPA 4.28 Credit 36.00 2004-01-24 to 2004-03-28 2006-02-06 to 2006-05-24 UNCLASSIFIED STUDIES FIRST NATIONS PUBLIC ADMINISTRATION CERTIFICA

Use your browser print feature to print to your system printer. Choose the Print Local icon your browser window bar:

Be sure that your printer font is set to Line Printer and 8. Access these settings from the printer setup screen. See example following:

Click on the font button to access the font screen. See example following:


The transcripts will then print on the printer and can be:

Stamped with the Registrar’s signature;

Sealed with the Institute seal;

Placed in individual envelopes and have the “official document” label added.

Mail the Transcript or put it in the pick-up slot and mark the transcript request as completed. Retain completed forms for 3 months and then shred.

Note that if a student has restrictions on their file, the transcript will not print. View the error file to determine the reason what the restriction is.

Transcripts cannot be released to students with valid restrictions. Contact the student and advise them they must clear their restriction prior to transcripts being issued.


Transcript Print Restrictions - TRPR

Introduction

This screen (maintained by the Director, Integrated Systems) defines whether transcripts will be withheld from students according to specified rules. This procedure provides the details of how this screen is set-up.

Procedures

At NVIT the TRPR screen has one rule defined as follows:

The transcript print restriction NO.TRAN rule is defined as follows (note – it has been updated as of March 14, 2006 as it was erroneously set to a severity of 100 to block transcript issuances):

o

Detail here to view this rule.


Transcript Printing - TRAN

Introduction

Transcripts can be produced using the TRAN screen. This procedure provides the details to produce transcripts as required. Note that the TRRQ/STRRQ processes should be used for student requests for transcripts.

Procedures

At any Colleague menu, enter TRAN. This will bring up the Transcript screen which looks like this:

Fields on this screen should be completed as follows:

Field Description Comments

Trans Grouping Defines whether you are producing official (OFT) or complete (CMPL) transcripts.

OFT is normally used but CMPL is useful if advising students as it includes high school records and non-courses.

Verify Print Restrictions

Checks whether student has a restriction on their file.

Should be set to Yes to check for restrictions.

Students Students (Enter name or number) Enter the names of students for whom you want to produce transcripts.

Once the above is entered, save out to the Transcript Print screen and enter H in the Output Device and then enter your printer. This will display the transcript on screen. Use your Hold printing to print to a printer. Be sure your Font is set correctly – refer to the STRQ procedure for details.


Student Restrictions


Restriction Codes (REST)

Updated: July 17, 2009

Introduction

Various restriction codes and severity values have been set up to place on a person’s record. The severity of a restriction code will determine whether the restriction is to advise of a message or to restrict access of further services until the restriction is removed. Colleague uses rules to evaluate these restriction codes to decide whether or not certain processing should be allowed. For example, transcripts are not released to a student with an outstanding fees restriction code.

Procedure

Person restriction codes (PERC’s) are set by departments and are maintained by the department responsible.

PERC’s are added on the Person Restriction Screen (PERC).

Severity Codes: The severity of each code is predetermined. Note that a severity code of 0 does not show on the person’s Colleague screen (but does allow reports to be run showing all students with that PERC) whereas any PERC’s with a severity code higher than 0 will show on the person’s Colleague screen. A PERC of 5 or higher (may be cumulative) will restrict access to further services until removed.

Start Dates: Start dates are important when entering PERC’s. Generally, the following rules apply:

• the start date must precede the start date of the term if the PERC is to block activity for that term;

• the start date should be set to the current day if the PERC is to be in effect immediately;

• if the PERC is for Sponsorship , the start date must be the start date of the term and the end date must be left blank;

End Dates: End dates are entered when PERC’s are ended. The following rules generally apply:

• end dates for Sponsorships are added when Finance invoices;

• if ending a PERC, use the previous day in order for the student to access services (e.g. NVITConnect immediately.

Note:

1. PERC’s are not to be deleted (must be ended) in order to retain a history of PERC’s;

2. Employees who are not part of the Office Code will not be able to view or updated PERC’s.

The following restriction codes have been set up (with supporting procedures as noted):

REST Code Description Office Code Severity Comments

ACPR1 Academic Probation 1 REG 1 See Probation Proc.



ACPRD Academic Probation Dismissal REG 5 See Probation Proc.

AD Academic Dismissal REG 5

ADR No current address REG 5

ALMED Alert – Medical REG 0 Future implementation for student with medical issues.

ALSAF Alert – Safety REG 0 Future implementation for student with safety


REST Code Description Office Code Severity Comments

concerns.

BR Bursar’s Deferral ACT 0

CO Do not use?

COST Continuing Studies Sponsored PER, ACT 5

FA Financial Aid FA 100

FTTP FTTP Program Student REG, ACT 0 See FTTP Procedure

IA Intent to Pay ABESAP FA, ACT 0 See ABESAP proc.

IABK IA – ABESAP Books Loaned FA 0 See ABESAP proc.

IB Intent to pay BCSAP. FA 0

IE International Student REG, ADM, ROF

5

IS Intent to Pay CSG FA, ACT 0

IT Intent to Pay TAB FA 0

LABUR Language Bursary REG, ADM, ACT

0 Provides 100% tuition for Aboriginal Language courses (may not be used for course repeats). RO: Add with start date for the term (no end date). Put course name in Comment Line. AR: When billed, end PERC.

LF Library Fine LIB, REG 100

OF Outstanding Fees ACT 100

OHF Outstanding Fees – Housing ROF, ACT 5

OLBUR Online Course Bursary REG, ADM, ACT

0

REG Registration Hold REG 5

SP Sponsor Letter ACT 0

UNCLS DO NOT USE REG 5


Person Restriction Codes Processing (PERC)

Introduction

This procedure provides the steps to add a PERC or end a PERC on a person’s file.

Procedure

Access the Person Restriction (PERC) screen from any Colleague menu. You will be asked to lookup the person. See example following:

Once the person’s record is displayed, add or modify the PERC code (see REST procedures for listing of PERC codes). See example following:


Detail on the Restriction to add comments. See example following:


Group Assign, Change or Delete Restrictions - ACDR

Introduction

It is possible to assign restrictions (PERC’s) to a group of students. This procedure provides the details to dos o.

Procedure

Access the Assign/Change/Delete Restrictions (ACDR) screen from any Colleague menu. See example following:

Follow these steps to Add PERC’s to a group of students:

Step Field Name Action

1 Action Enter A to Add Restrictions on person files.

2 Restrictions Use an ellipsis (…) to look up all Person Restriction Codes (see the Person Restriction Code procedure for a current listing of codes).

3 Severity You must enter the Severity as defined for that PERC or the severity will be blank.

4 Start Date Enter a start date for the restriction.

5 End Date Enter an end date if required.

6 Comments Detail to the Restriction Comments screen and add any comments and date stamp by typing shift# and pressing return.

7 Saved List Name

Enter a saved list name if desired.

8 Students Enter the students (by Colleague ID or name) here.



9 Existing Restriction Dates

Do not use. Only use when deleting or changing a restriction.

10 Additional Selection Criteria

Say Y to access the Additional Selection Criteria screen if desired.

Follow these steps to Delete PERC’s from a group of students:


1 Action Note that PERC’s should usually be ended rather than deleted. Enter D to Delete Restrictions from person files.

2 Restrictions Use an ellipsis (…) to look up all Person Restriction Codes (see the Person Restriction Code procedure for a current listing of codes).


4 Start Date If adding a restriction you must enter a start date for the restriction.

5 End Date Enter an end date if required. Refer to the PERC-specific procedures (e.g. Sponsored Student Procedures) for details on start and end dates. (Note that end dates should be set to the previous day if the intention is for the PERC to be ended immediately.);

6 Comments Detail (F2) to the Restriction Comments screen and add any comments and date stamp by typing shift# and pressing return;.

7 Saved List Name




Only use when deleting or changing a restriction. Colleague includes all restrictions meeting your other criteria that have start dates after this date.



Follow these steps to Change PERC’s for a group of students (usually used to end restrictions):


1 Action Enter C to Change the severity or start/end dates of the restriction and the restriction comments.

2 Restrictions Enter the restriction code you wish to change.


4 Start Date If adding a restriction you must enter a start date for the restriction.

5 End Date Enter an end date if required. Refer to the PERC-specific procedures (e.g. Sponsored Student Procedures) for details on start and end dates. (Note that end dates should be set to the previous day if the intention is for the PERC to be ended immediately.);

6 Comments Detail (F2) to the Restriction Comments screen and add any comments and date stamp by typing shift# and pressing return;.



7 Saved List Name




Only use when deleting or changing a restriction. Colleague includes all restrictions meeting your other criteria that have start dates after this date.




Sponsored Students - SP PERC

Introduction

Students may provide Sponsorship letters for sponsors to pay their tuition or other fees and/or books/supplies. Receipt of these forms needs to be entered in Colleague in order for Finance to bill the sponsors (billing generally occurs at the end of the add/drop period).

Procedure

When a sponsorship letter is received at NVIT, the staff member verifies the form is complete and enters the sponsorship form information in PERC for the student using these steps:

Step Action

1 Enter the PERC screen and enter the person at the person lookup prompt.

2 Enter the SP (sponsored) PERC at the Restriction lookup prompt. *if a student presents a sponsorship for more than one sponsor, be sure to enter each PERC separately.

3 Sponsorship dates are very important. Start dates will need to be adjusted as follows: Start date will default to today’s date. Tab to start date and F12 to remove date and

type in the term the Sponsorship is for (e.g. 06/FA). Then use F12 to delete the end date*.

*Finance will end these PERC’s when they have completed the billing.

4 Place your cursor on the SP restriction code and detail to add restriction comments describing the sponsorship as follows:

Name of sponsor, sponsorship amounts and any conditions (e.g. “Tuition to a maximum of $1500.00 and Books/Supplies to a maximum of $400.00”)

Any other details; Date stamp (type # and press enter) with your username

*Note that it is important to ensure key information is on the first three lines as they will print out on the PERC (XPRK) reports. Remember that if the letter includes sponsorship for subsequent terms, each term must be entered separately.

See example following: +------------------------------------------------------------------------------+ | 06/09/19 08:17 PERSON RESTRICTIONS PERC | | Dan, Ms. Jessica D. ID: 0006608 *** See PERC *** SIN: 733- | | Merritt BC V1K 1A7 Home: 250-455-0042 | |==============================================================================| | 1 * Restrictions Severity Start Dt End Dt Office Comm | | 1: SP Sponsor Letter 06/09/05 ACT X | | 2: OLBUR Online Course Bursary 0 06/09/05 06/12/15 REG | | 3: | | 4: | | 5: | | 6: | | 7: | | 8: | | 9: | | 10: | |aa Controller Restrictions aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaa Value 1/2 aaaaaaaaa|

SP PERC Comments

Enter the SP PERC comments on the Restriction Comments screen like this:

Detail (F9) here to the Restriction Comments

Screen to provide details of sponsorship.


+------------------------------------------------------------------------------+ | 06/09/19 08:37 Restriction Comments UTEC | | | | | | | |==============================================================================| | 1 * Comments: | | 1: Xaxli'p Band Fountain Indian Band | | 2: Fall 2006 Max Tuition $698.58 | | 3: 06 Jul 19 08:37am Charleen Alexander | | 4: | | 5: | | 6: | | 7: | | 8: | | 9: | | 10: | | 11: | |aa Controller Comments aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaa Adding Value 4 aaaa|

Assessing Financial Need

The Financial Aid Coordinator will monitor student sponsorship maximums against assessed fees (ARAI) and provide intervention in the form of Financial Aid (loans, grants, bursary etc.) information if necessary.

Sponsor Billing

Sponsor Billing will be conducted by the Manager, Finance once the add/drop period has ended. Once the sponsor has been billed, the Manager, Finance will end the SP PERC’s.

Note that PERC’s can be ended in Bulk using the ACDR process. See example of screen following: +------------------------------------------------------------------------------+ | 06/09/19 08:42 ASSIGN/CHANGE/DELETE RESTRS ACDR | | | |==============================================================================| | 1 Action: C Change | +------------------------------------------------------------------------------+ | 2 Restrictions: SP Sponsor Letter | | 3 Severity....: | | 4 Start Date..: | | 5 End Date....: 06/09/30 | | 6 * Comments..: 1: | +------------------------------------------------------------------------------+ | 7 Saved List Name...........: | | 8 Students..................: 1: | | 2: | | 3: | | 4: | | 5: | | Start Dt End Dt | | 9 Existing Restriction Dates: 06/09/05 | +------------------------------------------------------------------------------+ | 10 Additional Selection Criteria: | |aa Controller Comments aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaa No Values aaaaaaaaa|

IMPORTANT: Enter the NEW end date in

Field 5; Enter the students in Field 8; Enter the Term start date in

Field 9; F8 (Finish) out and send to

Hold to view results.


Student Restrictions Report - XPRK

Introduction

This procedure provides the details for staff to run a Student Restrictions report which lists students with active or ended restriction codes.

Procedure

Access the Student Restrictions Report (XPRK) screen from any Colleague menu:

The following selection criteria may be entered in fields:

Field Comments

Add/Change Start Date

Enter a date in this field to select only those restrictions which have been added or changed on or after that date. Leave blank to capture all dates.

Add/Change End Date

Enter a date in this field to select only those restrictions which have been added or changed up to this date. Leave blank to capture all dates.

Include Ended PERC’s

Enter Y or N to include or not include restrictions which have been ended.

Severity Specify severity codes (0 to 100) in order to narrow the search to only report on restrictions with a specific severity.

Restriction Codes Enter the restriction code or for a current list enter … to look up valid codes.

Students To select specific students, enter their names or Colleague ID.

Excluded Change Operators

Enter the Colleague ID of any operators who may have entered a restriction where you do not want that restriction included in the report.

Search for Enter any text that may appear in a Restriction (e.g. “probation”) in order to


Field Comments Comment Text report on all students with that text attached to a restriction.

Page Break Between students

Enter Y to have a page break between each student.

Additional Selection Criteria

Enter Y to access the additional selection criteria screen and enter additional selection criteria (such as selecting only records added or changed by specific operators.

Additional Selection Critieria

It is possible to use the additional selection criteria screen to narrow your report down. See following example to ask for PERC’s that started by a certain date (note this is different than added by a certain date).

To run a report of all students with Active (unbilled) SP PERC’s for a specific term, complete the XPRK screen (being sure to say Yes in the additional selection criteria field) as follows:

Finish out to the Additional Selection Criteria screen and enter the following:


Finish out and send the report to your Hold Directory in order to print and view.

This select statement

narrows the results to only

those SP PERC’s starting 07/09/06.


PERC Processing – ABESAP Books (IABK PERC)

Introduction

This procedure allows the Financial Aid Coordinator to use a Person Restriction Code (PERC) to track whether the issuance and return of loaned books under the ABESAP program.

Procedure

When books are issued to a student for a term, the FA Coordinator will access the PERC screen for the student and add the IABK PERC with a start date of the term the student is receiving the books for. Note that the end date must be left blank. See example following:

+------------------------------------------------------------------------------+ | 06/08/29 09:49 PERSON RESTRICTIONS PERC | | Ryan, Mr. Robert J. ID: 0001412 SIN: 717- | | Merritt BC V1K 1B8 Home: 250-483-4315 | |==============================================================================| | 1 * Restrictions Severity Start Dt End Dt Office Comm | | 1: IABK IA - ABESAP Books Loaned 0 06/09/05 FA | | 2: | | 3: | | 4: | | 5: | | 6: | | 7: | | 8: | | 9: | | | |aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaa Press FIELD JUMP to make changes, RETURN to confirm or CANCEL to abort:

Note: Details on the books issued should be added by detailing on the PERC to the restrictions Comment screen. See example following:

+------------------------------------------------------------------------------+ | 06/08/29 09:52 Restriction Comments UTEC | | | | | | | |==============================================================================| | 1 * Comments: | | 1: Issued Provincial Math text and Calculator. | | 2: August 29 2006 09:52am Jaime Grismer | | 3: | | 4: | | 5: | | 6: | | 7: | | 8: | | 9: | |aa Controller Comments aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaa Adding Value 3 aaaa|

When books are returned, the FA Coordinator will access the PERC screen for the student and end the IABK PERC by adding the date the books were returned as the end date. See example following:

+------------------------------------------------------------------------------+ | 06/08/29 09:54 PERSON RESTRICTIONS PERC | | Ryan, Mr. Robert J. ID: 0001412 SIN: 717- | | Merritt BC V1K 1B8 Home: 250-483-4315 | |==============================================================================| | 1 * Restrictions Severity Start Dt End Dt Office Comm | | 1: IABK IA - ABESAP Books Loaned 0 06/09/05 06/12/21 FA X | | 2: | | 3: | | 4: | | 5: | |aa Controller Restrictions aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaa Adding Value 2 aaaa|


Note: Consider adding details on the return of the books by detailing on the PERC to the Restrictions Comment screen.

Refer to the XPRK procedure to run a report on students with the IABK PERC.


Ambassador Bursary - (PERC - SP)

Introduction

This bursary is awarded to one Ambassador candidate each year.

Procedures

This bursary is:

• awarded for one full year (3 semesters); • must be used in the academic year (Fall/ Spring/Summer) that it is offered (may be extended upon

special request to the Registrar); • taxable income (T4A) for the student.

The recipient should be provided with a letter advising them of the Bursary. This annual Bursary was first offered in 03/04.

See example of a completed PERC screen for an Ambassador Bursary: +------------------------------------------------------------------------------+ | 06/08/22 09:40 PERSON RESTRICTIONS PERC | | Lindsey, Ms. Amber D. ID: 0005971 SIN: 741- | | Merritt BC V1K 1B8 Home: 250-523-6382 | |==============================================================================| | 1 * Restrictions Severity Start Dt End Dt Office Comm | | 1: P Sponsor Letter 06/05/01 06/08/31 ACT X | | 2: SP Sponsor Letter 06/01/01 06/04/30 ACT X | | 3: SP Sponsor Letter 05/09/04 05/12/21 ACT X | | 4: | | 5: | | 6: | | 7: | | 8: | | | |aa Controller Restrictions aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaa Value 1/4 aaaaaaaaa|

Note: When adding a new SP PERC, enter the Start Date of the term in the Start Date field and leave the End Date blank. This end date will be entered once Finance invoices for the payment.


Restrictions Report - XPRK

Introduction

This procedure provides the details for staff to run a Student Restrictions report which lists students with active or ended restriction codes.

Procedure

Access the Student Restrictions Report (XPRK) screen from any Colleague menu: +------------------------------------------------------------------------------+ +------------------------------------------------------------------------------+ | 06/08/29 10:03 STUDENT RESTRICTIONS REPORT XPRK | |==============================================================================| | | | 1 Add/Change Start Date......: | | 2 Add/Change End Date........: | | 3 Include Ended PERC's.......: | | 4 Severity Level.............: | | 5 Restriction Codes..........: 1: | | 2: | | 6 Students...................: 1: | | 2: | | 7 Excluded Change Operators..: 1: | | 2: | | | | 8 Search for Comment Text....: | | 9 Page Break Between Students: No | | 10 Address Hierarchy..........: | | | | 11 Additional Selection Criteria: No | |aa Controller Students aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaa No Values aaaaaaaaa|

The following selection criteria may be entered in fields:

Field Field Name Comments

1 Add/Change Start Date Enter a date in this field to select only those restrictions which have been added or changed on or after that date. Leave blank to capture all dates.

2 Add/Change End Date Enter a date in this field to select only those restrictions which have been added or changed up to this date. Leave blank to capture all dates.

3 Include Ended Perc’s Enter Y or N to include or not include restrictions which have been ended.

4 Severity Specify severity codes (0 to 100) in order to narrow the search to only report on restrictions with a specific severity.

5 Restriction Codes Enter the restriction codes or enter …. to look up valid codes.

6 Students To select specific students, enter their names or Colleague ID.

7 Excluded Change Operators Enter the Colleague ID of any operators who may have entered a restriction where you do not want that restriction included in the report.

8 Search for Comment Text Enter any text that may appear in a Restriction (e.g. “probation”) in order to report on all students with that text attached to a restriction.

9 Page Break Between students

Usually set to N. Enter Y to have a page break between each student.

10 Additional Selection Criteria Enter Y to access the additional selection criteria screen and enter


Field Field Name Comments additional selection criteria (if required).

See example of a completed XPRK screen for an operator who wants a list of current students who have ABESAP books out (IABK PERC) for the Fall term:

+------------------------------------------------------------------------------+ | 06/08/29 10:00 STUDENT RESTRICTIONS REPORT XPRK | | | |==============================================================================| | | | 1 Add/Change Start Date......: 06/08/28 | | 2 Add/Change End Date........: | | 3 Include Ended PERC's.......: N | | 4 Severity Level.............: | | 5 Restriction Codes..........: 1: IABK IA - ABESAP Books Loaned | | 2: | | 6 Students...................: 1: | | 2: | | 7 Excluded Change Operators..: 1: | | 2: | | | | 8 Search for Comment Text....: | | 9 Page Break Between Students: | | 10 Address Hierarchy..........: | | | | 11 Additional Selection Criteria: No | |aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaa|

Send this report to your hold directory and then it can be viewed in XHLD as per the example following: August 29 2006 Person Restriction Report Page 1 10:06 Restr / Start / ID Student Sevrty End Comments Changed ------- ---------------------------- ------- -------- --------------------------------------------------------------------- ------- 0001412 Mr. Robert J. Ryan IABK 06/09/05 Issued Provincial Math text and Calculator. CARSONC 0 August 29 2006 09:52am Jaime Grismer


File Management Procedures


File Retention Procedures

Introduction

NVIT retains all student files. Student files contain all documents ever submitted in support of a student’s assessment, admission, registration, transcription and graduation. Due to storage and file security issues, it has been asked whether we need to retain student files.

Information from three other post-secondary institutions (Camosun, Douglas, Kwantlen) has been obtained and the system standard is that records related to application, registration, grades and credentials be retained in perpetuity. The method of retention is to store these records in the student records system (Colleague) and to retain paper records for only one year after the student ceases enrollment.

At NVIT this will require some change in practice to record the appropriate documents on Colleague.

Current Documents Stored

Following is a table of the items that are stored in a student file

Item Stored in File Screen Where Stored in Colleague

Comments Recommendation

Admission Documents

Application Forms XAPP– both from paper documents and printouts from PASBC applications.

Student Signature appeared to be of importance for paper applications. This has been superceded by the online applications through PASBC.

Retain paper copies for one year only after the student ceases enrollment.

Secondary School Transcripts

Not currently stored online. This practice requires change in order for prerequisite checking to work.

Implement use of EXTS for entering high school transcripts to Colleague.


Post-Secondary Transcripts

XTEE (need to change business processes to EXTS). Stored online when transfer credit is processed.

Transfer credit only processed where applicable.


Assessment Results Not currently stored online. This practice requires change in order for prerequisite checking to work. Note that currently the full assessment test is stored in the paper files.

Implement use of NCRS to store assessment results. This will facilitate prerequisite checking.


Letters of Acceptance Not currently stored online. Retain paper copies for one year only after the student ceases enrollment.

Medical Forms (AECE, Not currently stored online. In the process of Use AREM to record whether




LEPP) standardizing calendar information and processes.

received.


Immunization Forms (AECE)

Not currently stored online. In the process of standardizing calendar information and processes.

Use AREM to record whether received.


CRC (AECE and LEPP Not currently stored online. In the process of standardizing calendar information and processes.

Use AREM to record whether received.


Comments (includes old NVIT Adm/Reg Activity sheets).

Comments are currently stored in a variety of paper formats including handwritten and computer notes. Sources include advisors, Registrar’s Office staff, etc.

Notes are not recorded consistently. They need to be consistently recorded in a consistent manner.

Move to an online comments recording system using AREM (for applicants) and STRK (for students).

Registration Documents

Education Plans Developed by Advisor for some students at the beginning of the program.

Not consistently used. Retain paper copies for one year only after the student ceases enrollment.

Registration Forms RGN, RGST Student’s signature appeared to be of importance for paper applications. Not used on NVIT Connect.


Course Change Forms RGN, RGST Retain paper copies for one year only after the student ceases enrollment.

Medical Notes RGN, RGST When submitted for withdrawal due to medical reasons.

Implement STRK screen to record details.


Registration Data Forms / Schedules

Do not retain in student file.

Permission to register RGN, RGST Instructor permission form. Do not retain in student files.




forms. Retain in Permission to Register file stored by term – purge each term.

Sponsorship Forms/ Letters

PERC – new processes for sponsorship have more details of sponsorship stored in PERC screen.

Do not retain in student files.

Release of Student Information

PERC – new process for sponsored students only. Consider expanding to all.


Confirmation of Attendance

e.g. CPP forms Do not retain copies.

Directed Studies/ PLA Forms

RGN/RGST Signed off by advisor, instructor, dean.

Do not retain in student files. Retain in Permission to Register file stored by term – purge each term.

Transcript/Graduation Documents

Probation Worksheet STNT/PERC used to store Probation status.

No longer used? Retain paper copies for one year only after the student ceases enrollment.

Probation Letters STNT/PERC used to store Probation status.


Academic Standing Summary

STNT/PERC used to store Probation status.

No longer used? Retain paper copies for one year only after the student ceases enrollment.

Transcript Requests TRRQ – all requests are stored in Colleague automatically when transcripts are produced.


Store requests in a “by date” file for a period of 6 months to facilitate follow-up for inquiries.

Final Grade Report TRAN, STAC Do not retain.

Request for Graduation IASU/AACR -all graduate records are stored online.

Some business processes need review in order to ensure data collected in graduation process is consistent and accurate.


Store requests in a “by date” file for a period of 6 months to facilitate follow-up for inquiries.

Credential Copies IASU/AACR Formerly, copies of all credentials were stored in student files.

Any existing copies should

Do not retain in paper files. Develop inventory of former credentials.




be reviewed to develop inventory of actual wording n credentials.

Graduation Correspondence

Includes conditional confirmation of graduation and full confirmation.


Financial Aid Documents

All Financial Aid documents.

Not recorded in colleague. Financial Aid records were moved into student files in 2002. They must be filed separately (by year) and retained (by law) for seven years.

All existing Financial Aid records in student files to be pulled from the student files and stored by year and by student for a period of 7 years.

Miscellaneous Documents

Student course Assignments.

Several instances of these in student files.

Do not retain.

Name change. NAE Ensure processes for name change are sound and documented.


Letter of Permission for Concurrent Enrollment

Issued by another post-secondary institution.

This document is for the student – to ensure their NVIT course will transfer back to their home institution.

Do not retain.

Change of Address Forms


Resumes Do not retain.

Legal documents Do not retain.


Address Maintenance – ADSU/ADR

Introduction

Colleague is an integrated system and addresses are used by all modules. Address data is of critical importance. Staff assisting students must always detail to the ADSU screen to confirm that addresses on file are current and correct.

Different departments use and are responsible for different address types. This procedure provides details on the address types maintained by Student Services.

Note: The EH (Employee Home and/or Phone) and EB (Employee Business and/or Phone) are employee types and must be entered and maintained by Human Resources.

Procedure

Address Summary (ADSU)

The Address Summary (ADSU) screen can be accessed:

1. by typing ADSU at any Colleague menu; OR

2. by detailing on the address line on a person’s NAE screen.

The ADSU screen appears as follows:

STEPS to ADD a New Address to an Existing Person

Access the ADSU screen scroll to a blank line and detail (F2) to the ADR screen.

Enter data as follows:

Step Field Name & # Action

1 Address – Field 1 Enter the address information.

2 City/Prov – Field 3 Enter the City in the first element of Field 3, the Province in the second element and the Postal Code in the third element.

3 Type Enter the address TYPE of (H)ome, or (L)ocal.

Note the

status and

type.

Detail (F2) on the

first blank line

to add a new

address

Detail here to correct

an existing address


Step Field Name & # Action

4 Mail Pref Choose YES if this is where all mail is to be sent or NO if not. Note: entering Y will cause these fields in the old addresses to change to N. However, changing a Y mail preference to N will not automatically update other addresses to Y.

5 Pre Res If this is the student’s residence, enter Y.

6 Phone(s) Enter telephone number (in full 10 digit format for North American numbers or in their entirety for International numbers). Include extension in second field and one of the following phone types: BUS Business HOME Home CAR Car (Cell) FAX Fax

7 E-Mail Enter email address.

8 Eff. Start & Eff. End

Enter a start and end date for this address if applicable.

9 Status Enter the status as Current.

10 Source Enter the Source for this address. Source choices are: When student initiates an address change through:

in-person or telephone transaction; submission of an address change form or letter; submission of a new application with a changed

address. When mail is returned from the address on record. Used when an address is corrected (see steps following)

11 Finish out to the ADSU screen.

12 Former Address Status

Go back to the Former Address and Change Status to Former.

The ADR screen with Status changed to Former appears as follows:


Note: When adding a new address only the CAR (cell) phone number and the email address are brought forward on the new ADR screen. The CAR and email address data is stored in a different location than the home and business phone numbers. To customize the screen to have home and business numbers brought forward would require an expensive complicated customization

STEPS to CORRECTING an ERROR on an Existing Address

Not to be confused with changing an existing address – see Add a New Address.

Access the ADSU screen and detail (F2) on the address to be corrected.

Enter data as follows:

Step Field Action

1 Address – Field 1 Correct the address information (e.g. typo or misspelled word).

2 Source – Field 20 Used when an address is corrected (if changes are made, type of change must be entered in order to finish out).

Deleting Addresses: 1. Addresses are not deleted as address history needs to be maintained.

Updating Emergency Contact Information

Access the EMER screen (from a main menu or by detailing on Name LFM in NAE) and update emergency contact information at the student’s request.


Registration


Granting Registration Priority – ARGP

Introduction

Students must be granted registration priority in order to access NVITConnect. Note that prior to each registration period the Registrar grants priority in bulk to all continuing students. This procedure therefore applies to new admissions who are cleared for registration.

Procedure

Access the ARGP screen from any Colleague ST menu. The screen looks like this:

In order to grant registration priority be sure to have the following fields completed:


Clear Reg Priorities YES – when run in BULK at the START of registration

When clearing all students for a NEW term enter Y. This will clear the file in order to OPEN registration. Note: Students field must be blank in order to grant access to all students.

NO – when clearing individual student(s) for registration.

Must not be set to Yes when clearing individual student(S) as all previous students will have their priority ended.

Sort by Completed Credts

Enter Yes if running in Bulk.

Transcript Grouping Enter OFT if running in Bulk.

Registration Term Term student needs to register for.

Usually the next term. Note that multiple terms can be added.

See notes below about the response to this question.



Previous Terms Registered

When run in BULK at the START of registration enter the previous terms that make students eligible for registration. Note: include the current term in order to capture new ELREG/RGST admits.

Normally 12 months.

When run for individual students leave blank.

Must not be set to Yes when clearing individual student(S) as all previous students will have their priority ended.

Students Enter Colleague ID Must be filled in or ALL students will be granted priority.


Grant Access to NVITConnect – DRUS

Introduction

Students must be added to the Registry in order to access NVITConnect. This procedure provides the steps to add a student to the registry.

Note: HR procedures are used to grant employee and faculty access to NVITConnect on DRUS.

Procedure

Access the DRUS screen from any Colleague ST menu. The screen looks like this:

Note: In order for a student to be added to the Registry, they must have an Env Operator Equivalent of

WEB_STUDENT

To set-up or reset a password, move your cursor to the New User Password field and:

• Enter the student’s six digit birthdate in “yymmdd” form and press Return.

• There will be a prompt at asking that the password be typed again for confirmation.

• Simply type the birthdate again and press return. Do not change any of the other fields.

ProcMan_SchRegRet.doc 85 procman_schregret.doc

Printing Registration Statements – RGST

Introduction

This procedure provides the steps for staff to produce registration statements for students for current or previous semesters. This process can be run for individual students or for groups of students.

Procedure

Access the RGST screen from any Colleague ST menu. The screen looks like this:

Note that you can enter a list of student (using a saved list) or individual students in the students field. Save from this screen and you will be brought to the printer screen where you can choose your printer. Current Registration Statement printers are:

LP IP Description

Colleague Printer Name

Registration Statement Printer Comment

lp60 142.24.209.226 NVIT Finance Printer BKST NVIT‐RGST2

lp61 142.24.209.229 NVIT Admin Printer ADMIN NVIT‐RGST3

Created July 2007. Print server does not work.

lp62 142.24.209.227 NVIT Registration Printer REGOFF NVIT‐RGST1 lp63 142.24.209.228 Cheque Printer? George to confirm. lp64 142.24.209.218 Mail Room? Does not work. lp65 142.33.88.225 NVITV Reg Printer NVITV NVIT‐RGST4 lp66 142.33.88.226 NVITV Reception Printer NVITV2 NVIT‐RGST5 lp67 142.24.209.246 NVIT AR Printer FIN NVIT‐RGST6


See example of completed Registration Statement Print screen following:

Save out of this screen to send your statement to print.


Printing Registration Statements - RGN

Introduction

This procedure provides the steps for staff print a registration statement from the RGN screen (may only print current term registration statements).

Procedure


Course Withdrawals - RGN

Introduction

Students may withdraw from courses according to withdrawal deadlines as published in the NVIT calendar. Dependant upon the timelines and circumstances, different withdrawal statuses will be entered to Colleague. This procedure provides the details.

Procedure

Official withdrawal deadlines for each term* are approved at Education Council and are published in the NVIT Calendar.

*note that for sections which start and/or end outside of term start and end dates (i.e. most Community Education sections) official withdrawal deadlines are set at 66% and the actual withdrawal date must be entered to the Printed Comments (will display on printed schedules) field of the Additional Section Information (ASCI) screen for the section when it is built.

Notes:

1. Eligible students may withdraw from classes on NVITConnect if it is within the withdrawal period for the section.

2. Students who wish to withdraw in-person need to initiate an official withdrawal by completing a Course Change form.

3. Students who with to withdraw by telephone should be encouraged to use NVITConnect (if eligible). Otherwise, Registrar’s Office staff member can confirm their identity by requesting the following information: Student Name, Student Number, Birth date, Address. Once the withdrawal has been made, a comment must be added to STRK to indicate the withdrawal was processed by phone, who the operator was; and the date it was processed.

To withdraw a student from a section Registrar’s Office staff will follow these steps:

Steps Action

1 Access the student’s Registration (RGN) screen for the term.

2 If it is up to and including the day before the term start date enter a status of “X” for Deleted in the Status Field for the sections the student is dropping. This will back the tuition payment off. OR From the Term start date until the fee payment deadline, change the status to “D”. This will drop the course and it will not appear on the student’s official transcript (but will be viewable as a “D” status on STAC). OR If it is after the fee payment deadline up until the end of the withdrawal period as noted in the Schedule of Events in the calendar (for regular term offerings) or to the Additional Section Information (for other sections) and enter a status of “W” for Withdraw. The W status will show on the student’s transcript. Note: Mistakes should be corrected by changing an enrollment status to “X”. 07 Fall Withdrawals – Change Enrollment Status to:

X – Mistakes D – Up until September 24 W – September 25 until November 16

3 Detail on the Billing Field (Field 6) to confirm fees have been calculated correctly and to advise student of any refund due (if applicable).

4 Finish Out (F8) twice to get to the printer selection and print the registration statement on your (A)uxiallary printer.

5 If requested, provide student with a copy of the registration statement.

6 If fees have been paid and a refund* is due, print a copy of the registration statement for the Manager, Finance.


*Tuition & Lab Fee Refunds

Tuition & Lab Fee refunds will calculate automatically in Colleague. Current refund rules are set at the term level and are set to:

1. Assess a 100% refund (tuition & lab fees only) up to and including the day before the term starts;

2. Assess a 75% refund (tuition & lab fees only) from the first day of the term until the end of the 7th day of the term;

3. Assess a 50% refund (tuition & lab fees only) from the first day of the term until the end of the 14th day of the term;

OR

Assess a 100% refund for a dropped course (“D” status) from the first day of the term until the end of the 14th day of the term given when another course is added during the same transaction.

4. Not assess a refund after the 14th day of the term.

*Student Activity Fee Refunds

Student activity fees are non-refundable.

Backdating Withdrawals

The Registrar has the authority to backdate withdrawals (may be necessary in the event of correcting an error or to force a refund etc.). This can be achieved by following these steps

Steps Action

1 Access the student’s Registration (RGN) screen for the term.

2 Tab to the Status element for the section and Detail to the Student Registration Changes (SRGC) screen.

3 Change the Status in Field 1 to the new status and change the effective date and Save Out.

4 If the action is intended to update fees, it may be necessary to re-bill the student (using BILL).

5 It is recommended that these adjustments be noted on the student’s STRK screen.

6 See example of SRGC screen following:

Update the status and date

with the new status and

effective date . Note: this can force a refund.


Senior/Elder Registration – Tuition Free

Introduction

As per NVIT Policy C.3.1.5 Institute Fees/ Senior Citizens students who are age 60 + are not required to pay tuition* for non-Continuing Education / non-Community Education courses. This is an automatic calculation in Colleague if the student has been coded (in STU.TYPES) as a senior citizen on the Student Profile screen.

* lab and student activity fees must be paid.

Procedure

To change a student to a senior student type, access the Student Profile screen (SPRO) and field jump F9 to Field 3 and change the first element of the Field to SE and change the start date to the date the person turned 60. See example following:

Note that if the student has already registered in classes, you will need to X them out of at least one class and re-enroll them in order for the fees to calculate correctly.


Applicant and Student Remarks - AREM/STRK

Introduction

Remark codes are comments that can be placed on a person’s file. These remarks will be coded to indicate where the comment was initiated and what type of contact the applicant/ student had with the Registrar’s Office or other college departments.

Procedure

This code records where the comment was initiated for the student (either by the department or area of contact). All comments placed on a student record require a remark code.

1. Applicant Remarks

Applicant remarks are used when the applicant has applied to NVIT but has not been “moved to student”. If the applicant has been moved to student, use the Student Remarks below.

The following Applicant Remark Types (which defines how the remark was received) are available:

Remark Type Description

ADM Admissions

AH Applicant History (high school background as entered on PASBC).

The following Student Remark Codes (which define the source of the remark) are in place:

Remark Codes Description

REG Registrar’s OFfice

FIN Finance

PASBC PASBC Application

Add a Remark to an Applicant* file:

*If Applicant has been moved to Student, follow Student Steps below.

Step Applicants for Applicants who have NOT been Moved to Student.

1 Access the AREM screen from any Colleague menu and look up the person at the person lookup prompt.

2 Move to the first blank line and enter A to add a new comment.

3 When finished, go to the next blank field and name/date stamp (SHIFT # and press enter). The date, time and your name will show.

4 FINISH (F7) to the AREM screen

5 Enter a Remark Type in the Text element.

6 Enter your Colleague ID # in the Author element.

7 Enter a Remark Code in the Reference element.

8 Enter the date of the comment in the Date element, or leave today’s date which defaults.

9 Press ENTER to get to the next line and FINISH (F8) to a menu.

2. Student Remarks

Student remarks are used when an applicant has been moved to student.

The following Student Remark Types (which defines how the remark was received) are available:


Remark Type Description

RGN Registration

GRAD Graduation Remarks

The following Student Remark Codes (which define the source of the remark) are in place:

Remark Codes Description

REG Registrar’s OFfice

FIN Finance

ADV Advisor

Add a Remark to a Student* file:

Step For Students (have been Moved to Student)

1 Access the STRK screen from any Colleague menu and look up the person at the person lookup prompt.

2 Detail to the UTED screen to add your free text comment..

3 When finished, go to the next blank field and name/date stamp (SHIFT # and press enter). The date, time and your name will show.

4 FINISH (F8) to the STRK screen.

5 Enter a Remark Type in the Text element.

6 Enter your Colleague ID # in the Author element.

7 Enter a Remark Code in the Reference element.

8 Enter the date of the comment in the Date element, or leave today’s date which defaults.

9 Press ENTER to get to the next line and FINISH (F8) to a menu.


Block Registration - BRGN

Introduction

The Block Registration is a method to register a group of students in a designated “block” which is a group of sections (see Section Block – SCBL procedure).

Procedure

The Block Registration (BRGN) screen can be accessed from any Colleague menu. Staff can choose to block register one or many students.

This procedure* will provide the details to Block Register students by entering student information in the “students” field.

*note that it is also possible to create a “saved list” of students (by running an XAPL or XSPL) and using that “saved list” to register the students.

Follow these steps to register students in a Block.

Steps Action

1 Make sure the Section Block has been built for the term you want to register students in. Access the Section Block (SCBL) screen to confirm.

2 Identify the students you want to register: For new program applicants, run an Applicant List – XAPL OR For returning students continuing into subsequent terms, run a Student Program

Listing (XSPL).

3 Access the BRGN screen.

4 Enter the Section Block name (e.g. LEPP_SP) in Field 1.

5 Enter the Reg User Group name of Nameless in Field 3.

6 Enter today’s date in Field 4.

7 Enter NO in Field 5 (Update) to run the process as a test process first (important to do this to identify any errors).

8 Enter each applicant or student Colleague ID in Field 13.

See example of BRGN screen following: +------------------------------------------------------------------------------+ | 05-11-18 11:08 BLOCK REGISTRATION BRGN | |==============================================================================| | 1 * Section Blocks.....: 1: LEPP_SP | | 2: | | 2 * Curriculum Offering: | | 3 Reg User Group.......: NAMELESS | | 4 Date.................: 05-11-18 | | 5 Update...............: No | +------------------------------------------------------------------------------+ | 6 Saved List Name........: | | 7 Acad Levels............: 1: | | 8 Acad Programs/Catalogs.: 1: | | 9 Other Cohorts..........: 1: | | 10 Federal Cohorts........: 1: | | 11 Classes................: 1: | | 12 Start Terms............: 1: | | 13 Students...............: 1: 0000011 Jim Billy | | 14 Clusters/Active/Min/Max: 1: | | 2: | | 15 Addnl Select Criteria..: No | |aa Controller Section Blocks aaaaaaaaaaaaaaaaaaaaaaaaaaaaa Value 1/1 aaaaaaaaa|

Make sure your Section Block has been set up with the correct sections – see

SCBL procedure.


Steps Action

8 Confirm all fields are entered correctly.

9 Finish out (F8) to the print screen.

10 Choose H to view the report on screen.

11 Finish out (F8) twice to begin compiling the report.

12 View the report on screen to identify any errors (full classes, prerequisite failures etc). Then, solve any errors.

Note: Students who have active restrictions (PERC’s) cannot be registered by BRGN.

13 Finish out to a menu and correct any errors.

14 Access the BRGN screen. Note that previous info in Fields #1, #3 and #13 will be retained.

15 Enter YES in Update. (You will now update as any errors will have been corrected).

16 Finish out (F8) twice to begin compiling the report.

17 Review the report.

18 Use the Registration Data Form (RGST) Printing procedure to print registration forms for students. Include a comment on the form advising of fee deadlines.


Natural Resource Technology - FTTP Students

Introduction

The NRT Department receives grant funding from the Ministry of Forests and Range to support Aboriginal students who are preparing for employment in the forest sector. FTTP students are identified by the Department Head and their tuition, fees and books/supplies are paid from the fund.

Procedure

The Department Head will notify the Registrar and Admissions/Registration Officer (ARO) of students who will be funded by FTTP and the following steps will be taken:

• The ARO to identify the student in Colleague using a Person Restriction Code (PERC);

• Bookstore staff to refer to the daily PERC report for the term to issue books and supplies;

• The Manager, Finance to invoice the FTTP GL for all fees at the fee payment deadline (end of the second week of the semester);

• The issuance of T4A’s to all students receiving FTTP funding.

1. FTTP Restriction Code

A new FTTP Restriction Code (REST) has been created and is available to staff in Admissions, Registration and Finance as per the following:

2. Person Restriction Code (PERC)

Upon notification of a student or applicant’s acceptance into the FTTP program, the ARO will add the FTTP PERC to the student or applicant’s PERC screen. Note that:

• One PERC entry must be made for the Fall term (enter term abbreviation like 08/FA in start field and then delete the end date);

• One PERC entry must be made for the Fall term (enter term abbreviation like 09/SP in start field and then delete the end date).

Your entry MUST look like the following examples with start dates for each term and no end dates (the end dates are added when Finance bills):


Be sure to detail to the comments screen (UTEC) to add a comment about how you were notified of the FTT sponsorship. See example following:


3. Bookstore Staff

Bookstore staff will receive a daily email of current sponsorships. This will include all students who have the SP (regular sponsorship) or FTTP PERC’s on their file. This will allow them to manage sponsored student accounts for Bookstore purchases. See example of daily report following:

4. Tuition Fee Billing

At the tuition fee deadline, the Manager of Finance will transfer funds from the FTTP GL for each student’s fees.

5. T4A

Each eligible student will receive a T4A annually.


Prerequisite Checking - RQMM

Introduction

Prerequisites are approved at Education Council and are loaded into Colleague (CREQ and/or SREQ) and define what academic preparation students need to enroll in a course. Registration in-person will flag students who lack prerequisites while NVITConnect does not check prerequisites (this function is currently turned off). This procedure provides the details to run requisite reports to identify students who are enrolled in courses who do not meet prerequisites.

Procedure

Access the Requisite Mismatch (RQMM) screen from any Colleague menu. The screen lookis like this: +------------------------------------------------------------------------------+ | 06/11/22 16:44 REQUISITE MISMATCH RQMM | |==============================================================================| | 1 Print Prerequisites: Yes 3 Sort by Course: Yes | | 2 Print Corequisites.: Yes | +------------------------------------------------------------------------------+ | 4 Saved List Name......: | | Begin End | | 5 Section Dates........: | | 6 Course Terms.........: 1: 07/SP 2006 | | 7 Courses..............: 1: | | 2: | | 8 Course Sections......: 1: | | 2: | | 9 Course Locations.....: 1: MER Merritt | | 2: | | 10 Students.............: 1: | | 2: | | 11 Academic Programs....: 1: | | 2: | | 12 Academic Level.......: | | 13 Addnl Select Criteria: No | |aa Controller Courses aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaa No Values aaaaaaaaa| Course LookUp:

Fields on this screen should be completed as follows:

# Field Description

1 Print Prerequisites Usually set to yes to print the actual prerequisites on the report.

2 Print Corequisites Usually set to yes to print the actual prerequisites on the report.

3 Sort by Course Usually set to yes to sort by course.

4 Saved List Name Not generally used.

5 Section Dates Not generally used – use Course Terms instead.

6 Course Terms Enter the term(s) you wish to check prerequisites for.

7 Courses Usually left blank unless prerequisites for specific courses only to be checked.

8 Course Sections Usually left blank unless prerequisites for specific sectionsonly to be checked.

9 Course Locations Usually only Merritt and Web sections are checked.

10 Students Usually left blank unless prerequisites for specific students only to be checked.

11 Academic Programs Usually left blank unless prerequisites for specific programsonly to be checked.

12 Academic Level Usually left blank unless prerequisites for specific levels only to be checked.


Additional selection criteria can be entered here.


Once all fields are completed, Finish Out and have the file sent to your Hold directory. The report will look like this:

06 Nov 22 REQUISITE MISMATCH Page 1 16:52 Term: 07/SP Prerequisites (P)/ Corequisite Courses (C)/ Corequisite Sections (S)/ - - - Enrolled/Completed - - - Course Section / Student Name Corequisite Non-courses (N) Courses Start Term Gr ---------------------------------- -------------------------------------------- --------------- ----- ------- -- ADMN-165-01 Bob, Tricia (P)Take COMP-050(43); Langager, Krystal M. (P)Take COMP-050(43); Quewezance, Tessa G. (P)Take COMP-050(43); ADMN-191-01 Gyuricza, Elizabeth M. (P)Take ADMN-190; ADMN-190 09/06 06/FA Hill, Rosemarie L. (P)Take ADMN-190; ADMN-190 09/06 06/FA

In this example the first three students are lacking the prerequisite for ADMN 165. The final two students are showing as being currently enrolled in the ADMN 191 prerequisite.

Business processes should require staff to review files for all students who fail prerequisites to determine if:

- EXTS needs to be updated with prerequisites;

- NCRS needs to be updated with prerequisites;

- Prerequisites have been waived*.

* business processes for prerequisite waivers need to be developed and documented.


Change to Audit

Introduction

An Audit student is one who participates in the course and is not required to submit class assignments, term papers or write exams. Students must change to audit on or before the last date to withdraw.

Procedure

Registrations may be changed to Audit by accessing the RGN screen and in Field 1 change the Pass/Audit element to (A) for Audit.

+------------------------------------------------------------------------------+ | 06/03/14 14:58 REGISTRATION REGSUPER RGN | | Boston, Ms. Kayla J. ID: 0005991 SIN: 733- | | Quilchena BC V0E 2R0 Home: 250-378-4537 | |==============================================================================| | Date: 06/03/14 Term: 06/SP Pass * Start | | 1 * Section Name and Title Aud Creds CEUs Stat Date Term | | 5: LEPP-100-01 Physical Education Deve 6.00 N 05/09/07 05/FA | | 05/09/07 05/12/18 MAIN M038 LEC T 01:00PM 02:25PM | | 6: LEPP-170-01 Aboriginal Policing A 3.00 N 06/01/02 06/SP | | 06/04/23 06/04/26 TBA TBA FLD MTWTHFS 07:00AM 05:00PM | | 7: LEPP-150-01 The Criminal Code 3.00 N 06/01/02 06/SP | | 06/01/02 06/04/26 MAIN M038 LEC TH 01:00PM 04:00PM | | 8: LEPP-140-01 Canadian Criminal Justi 3.00 N 06/01/02 06/SP | | 06/01/02 06/04/26 MAIN M038 LEC M 09:00AM 12:00PM | |------------------------------------------------------------------------------+ | 2 * Term Summary Level Load Creds CEUs Status | | 1: 05/FA Fall 2005 TR Full 18.00 0.00 Preregistered | | 2: 06/SP Spring 2006 TR Full 12.00 0.00 Registered | | 3: | |------------------------------------------------------------------------------+ | 3 * Sched: X 4 * Waitlist: 5 * Other Info: X 6 * Billing: X 7 Pay: N | |aa Controller Section Name aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaa Value 7/8 aaaaaaaaa|

The student will then need to be graded as an audit student. Access the Faculty Grading by Individual (FGID) screen and bring up the section and enter AUD in the final grade field and then finish out to update. See example following:

+------------------------------------------------------------------------------+ | 06/03/14 14:55 FINAL GRADING BY INDIVIDUAL FGID | | Boston, Ms. Kayla J. ID: 0005991 SIN: 733- | | Quilchena BC V0E 2R0 Home: 250-378-4537 | | Selection: 06/SP Advisor: None | |==============================================================================| | * Final * Vrfd Expire Crs | | 1 Course Section Grade Grade Date Stat Creds CEU Term | | 1: LEPP-170-01 AUD N 3.00 06/SP | | 2: LEPP-165-01 N 3.00 06/SP | | 3: LEPP-150-01 N 3.00 06/SP | | 4: LEPP-140-01 N 3.00 06/SP | | 5: | | 6: | | 7: | | 2 Grades Verified Date/Opr: | |aa Element Sections aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaa Value 1/4 aaaaaaaaa| Grade LookUp:

When the grades for the section are entered by the instructor on NVITConnect, the grade will show as AUD and will then be verified when the remaining grades are verified.

Change the Pass Audit status to A for Audit.


Section Waitlist Management (SWLM)

Introduction

The Section Waitlist Management (SWLM) screen is an update screen which can be used to view section waitlists and enroll students.

Procedure

Access the SWLM from any Colleague menu, enter the term, course and section (e.g. 06/SP ENGL-110-01) to view the waitlist for the section. Following is an example of students waitlisted in 06/SP ENGL 110 01:

+------------------------------------------------------------------------------+ | 05/12/22 09:39 SECTION WAITLIST MANAGEMENT SWLM | | Section: ENGL-110-01 Title.: College Composition | | Term...: 06/SP Cross-List: No Status: Active | |==============================================================================| | * Status * Home | | 1 Current Waitlist Rating Status Date Telephone | | 1: 0004994 Desnoyer, Cora 0 A 05/11/30 250-378-9583 | | 2: | | 3: | | 4: | | 5: | | 6: | +------------------------------------------------------------------------------+ | * Status Enrolled Enrolled | | 2 Previous Waitlist Status Date Section Term | | 1: | | 2: | | 3: | | 4: | | 5: | | 6: | |aa Controller Current Waitlist aaaaaaaaaaaaaaaaaaaaaaaaaaa Adding Value 2 aaaa|

To enroll a student, tab to the Status element of the Current Waitlist Field and change the Status from “A” to “E”. Press enter and you will go to RGN screen to register the student.

Notes:

2. If you do not want to save your changes on RGN, press Cancel (F5) twice to cancel from the screen.

3. Once you save or update on RGN, you cannot reverse your changes by canceling from the waitlist management screen.

Send the student a registration statement to notify them they are now enrolled.


Waitlist Processing (WLAV)

Introduction

This procedure provides the details of the daily process* to enroll waitlisted students including International Students in sections for which they are waitlisted as seats become available. Note that this process will exclude students waitlisted for CE, Apprentice and Foundation level access courses.

*future consideration – nightly batch process once Information & Registration confirms process and results are meeting business process needs.

Procedure

See example of WLAV screen following: +------------------------------------------------------------------------------+ | 05/12/22 09:10 WAITLIST AVAILABILITY WLAV | |==============================================================================| | 1 Register................: Yes | | 2 Reg User Group..........: WEBREG | | 3 Produce Success Report..: Yes | +------------------------------------------------------------------------------+ | 4 Saved List Name......: | | 5 Terms................: 1: 06/SP Spring 2006 | | | | Begin End | | 6 Waitlist Status Dates: | | 7 Locations............: 1: MER Merritt | | 8 Courses..............: 1: | | 9 Course Sections......: 1: | | 10 Waitlist Statuses....: 1: | | 2: | | 11 Subjects.............: 1: | | 12 Departments..........: 1: | | 13 Academic Levels......: 1: | | | | 14 Additional Selection Criteria: No | |aa Controller Course Sections aaaaaaaaaaaaaaaaaaaaaaaaaaaa No Values aaaaaaaaa| Course Section LookUp:

The Fields on this screen are as follows:

Field # Field Name Description

1 Register Enter Y to register as many waitlisted students as will fit into any available seats.

2 Reg User Group The registration user group used for waitlist processing is currently WEBREG and this MUST be entered in this field to ensure the waitlist processing registration user rules are used.

3 Produce Success Report

Enter Y to produce a report of all students who were registered, given permission to register, or had their permission to register expired. Note: An error report will always be generated.

4 Saved List Name If desired, enter a saved list of WAIT.LIST records to which processing should be limited.

5 Terms Enter term(s) to limit waitlist records from those terms to be selected.

6 Waitlist Status Dates

If entered, only waitlist records whose status date is on or after the Beginning Status Date and before or on the End Date are eligible to be selected. Note: A term may be entered in this field. If a term is entered, this beginning status date will be set to the start date of the term.

7 Locations Typically, the only location for waitlists is Merritt (MER).

8 Courses If entered, only waitlist records whose course matches an entry in this list are eligible to be selected.

IMPORTANT The WEBREG Reg

User Group MUST be entered here.


Field # Field Name Description

9 Course Sections If entered, only waitlist records whose course section matches an entry in this list are eligible to be selected.

10 Waitlist Statuses If entered, only waitlist records whose status matches an entry in this list are eligible to be selected. Only active statuses can be entered as a seat should be offered only to students still active on the waitlist.

11 Subjects If entered, only waitlist records of a course section whose subject matches an entry in this list are eligible to be selected.

12 Departments If entered, only waitlist records of a course section that has any department matching an entry in this list are eligible to be selected.

13 Academic Levels If entered, only waitlist records of a course section whose academic level matches an entry in this list are eligible to be selected.


Enter Y to access the additional selection criteria screen.

WLAV Results Report: 04-20-05 Waitlist availability Report Errors 0006404 CRLS-060-01 Section SOC-121-01 conflicts with section CRLS-060-01. 0003621 MATH-050-01 Section MATH-050-01 conflicts with section ENGL-060-01. Records Succesfully Processed 0004462 Billy M. Eddy 250-378-0316 04-20-2005 05/FA ENGL-060-01 Student has been registered 0006055 Jackie Louie 250-378-1583 04-20-2005 05/FA MATH 050-01 Student has been registered

Future Consideration: Once student email is fully implemented, use Communication Management to notify students by email that they are enrolled.

Students who were not added to the section.

Students who were added to

the section.


Registration Conflict Reports - XCSC

Introduction

This report will check all students active in the course sections you specify for registration conflicts. Note that this report will check ALL sections that a student is registered in. For example, if you specify to check for student conflicts for section A and Jane Doe is registered in that section, as well as three other sections, all four sections that Jane Doe is registered in will be checked for conflicts.

Procedure

The report is run using the XCSC screen. The report displays:

• Student ID • Name • Section Name • Conflict Message

Note: If a section conflicts with more than one other section, the conflict message will only describe a conflict between two sections.

Follow these steps to run a Student Conflict Report:

Step Action

1 At any Colleague menu, type XCSC screen.

2 Enter the report’s sort order in the Sort by Student or Sections Name in Field 1 (either ST for Student or SE for Section).

3 Enter your preference in Field 2 Double Space Report field.

4 Enter any other parameters in the Terms field (3), Subjects field (4), and Courses field (5) or Sections field (6) as required. Note: At NVIT this report is usually run for the full term.

5 Save to process report.

See screen print following:


The report output looks like this: 2009 September 02 CHECK FOR STUDENT CONFLICTS Page 2 08:49 ID Name Section Conflict Message ---------- ---------------------------------------- ------------------------- ------------------- 0009246 Bart, Simpson 09/FA-SOCW-440-V1 SOCW-375-01 conflicts with SOCW-440-V1 0009246 Bart, Simpson 09/FA-SOCW-353-V1 SOCW-375-01 conflicts with SOCW-353-V1 0009246 Hood, Robin 09/FA-SOCW-306-V1 SOCW-375-01 conflicts with SOCW-306-V1 0009246 Hood, Robin 09/FA-SOCW-310-V1 SOCW-375-01 conflicts with SOCW-310-V1 0009246 Hood, Robin 09/FA-SOCW-375-01 SOCW-375-01 conflicts with SOCW-306-V1 0009534 Hood, Robin 09/FA-SOCW-452-V1 SOCW-375-01 conflicts with SOCW-452-V1 0009534 Hood, Robin 09/FA-SOCW-311-V1 SOCW-375-01 conflicts with SOCW-311-V1

Each student situation should be reviewed and each student who is showing as in conflict should already have a conflict form on file. Note that in the case of all students in a particular program showing as in conflict, the schedule should be reviewed to ensure there isn’t an error.

Note: Since the report will only show one conflict if a section conflicts with more than one other section, the report should be run a second time after all the initial conflicts are resolved.


Student Program Listing – XSPL

Introduction

This customized screen allows the operator to generate a list of all students currently enrolled according to parameters set by the operator.

Procedure

Access the XSPL screen. See example following:

Fields on this screen include:

# Field Instructions

1 Print Address Set to Yes or No dependent upon whether the operator wants the student’s address included. Usually set to No.

2 Address Hierarchy The Registrar’s Office uses Preferred Address.

3 Phone Type If phone number desired, enter the phone type (usually H for Home or C for Cell).Note: usually left blank.

4 Print Double Space Option to print report in double space format. Usually set to No.

5 Date Range/ Census Enter the start and end date that you would like data to be selected from. Note that you can enter a term (e.g. 09/Fa) in the start field and the term’s start and end date will populate. Census: if you enter Yes for Census then the date you enter in the start date will be used to compile a list of enrolled students who had a registration status as of that status date. Not recommended if you are wanting to include students with multiple start and end dates in a term and/or students who may registered late. If you enter No for Census then Colleague will look at all of the student's


# Field Instructions courses whose current registration status match the statuses you enter regardless of the status date.

6 Student Program Status Valid program statuses at NVIT would be: A Active W Withdrawn Note: this report is usually only run for Active students.

7 Student Academic Credit Statuses

This field allows the operator to define what course statuses should be used. Usual Academic Credit Statuses used include: N New A Add Occasionally ,it may be useful to include students with cancelled or withdrawn enrollments so including the following may be considered: C Cancelled D Dropped W Withdrawn X Deleted The following academic credit statuses are generally not used for this report: PR Preliminary Equiv Eval TR Transfer Equiv Eval NC Noncourse Equivalency HS High School

8 Academic Programs List the academic programs by program code here. Hint: To select all programs, do a LookUp …. And then type FA to select them all and then Save and all programs will be selected. You can then scroll through the list and delete individual programs if desired.

9 Additional Majors Not used.

10 Additional Specializations

Could be used if there was a need to report on IAST students who have declared specializations.

11 Admit Status Can be used to report only on certain student statuses. Current choices are: CDP Continuing Different Program CSP Continuing Same Program NEW New RDP Returning Different Program RSP Returning Same Program Note: usually all admit statuses are used.

12 Class Levels Not used at NVIT.

13 Students Not generally used. Specific students could be entered here.

14 Student Program Location

To only include students enrolled at certain locations, enter the campus location here or leave blank to include all locations.

15 Output Saved List Name

To have the results of your report saved to a Saved List, enter a name here.

16 Output Extract Name To have the results of your report extracted, enter an extract name here. Not currently used.

Once your screen is filled in correctly Save out to send your report to compile (usually sent to the Hold directory). See following example of report:


06 Jul 10 STUDENT PROGRAM LISTING Page 10 11:33 NRTC1 For date range 06/09/05 to 06/09/05 Stu Enrollment Enrollment Admit Addnl Major SACP ID Name Type Start Dates End Dates Status Status Special Loc ---------- ------------------------------ ----- ------------ ------------ ---------------------------- ---- 0006487 Student11111, William A. RS 06/09/05 06/12/15 Active NEW MER

0001728 Student, Traci M. RS 06/09/05 06/12/15 Active RDP MER 0005777 Student, Kirby L. RS 06/09/05 06/12/15 Active NEW MER 0006522 Stude, Colette M. RS 06/09/05 06/12/15 Active NEW MER 0000173 Studen, Stuart L. RS 06/09/05 06/12/15 Active RDP MER 0006562 Stud, Ronald C. RS 06/09/05 06/12/15 Active NEW MER 0006316 Studen, Tammy A. RS 06/09/05 06/12/15 Active NEW MER 0005987 Student, Nathan J. RS 06/09/05 06/12/15 Active NEW MER 0006636 Stude, Nadine M. RS 06/09/05 06/12/15 Active NEW MER 0006613 Stude, Richard G. RS 06/09/05 06/12/15 Active NEW MER Student Count for program NRTC1: 10


Web Registration Procedures - Refer to NVITConnect Manual


Fee Assessment, Payment & Refund Set-up


AR Codes - ARCF

Introduction

This procedure provides to create and edit AR Codes.

Procedure

See example of NVITV AR Code:

Be sure to Detail to the ARCT screen to add T2202A box code information. See example following:


Fee Tables – TRTB, RGBR, RTRT, RGRT

Introduction

This procedure provides the details to update fee tables once they are approved at the Board.

Procedure

1. Term Rate Tables

The first step is to define the Tuition Rate Tables on the TRTB screen. The different tuition rates that need to be updated each year are:

RGTUIT* – Regular Tuition (includes regular tuition and the higher fee for Year 3 and 4 courses) IETUIT* – International Tuition SETUIT* – Seniors Tuition (set at 50% of the Regular Tuition)

*these codes need a numeric suffix sequential to the previous year (e.g. 2005 regular tuition was RGTUIT8 so 2007 Regular Tuition would be RGTUIT10).

To update the tuition rate tables, access the TRTB screen and at the resolution screen, choose A to add a new Tuition Rate and enter the appropriate code (see above). This will bring up a blank screen and the values can be entered as per the following example for 2006 Fall

Once all of the values have been entered on TRTB, you need to attach the Schedule Types (as maintained on the SCTY screen) and AR Codes (as maintained by the Finance Department) on the Reg Billing Rates screen. (This will ensure that the tuition (or other) revenue from the courses are directed to the appropriate cost center.)

To access the RGBR screen Detail from each AR Code in Field 11 of the TRTB screen and update the REG Billing Rates for each AR Code. See examples of the DFCL, DFLL and DFLT RGBR screens following:

Detail here to attach

Schedule Types and AR Codes to each

of these AR Codes (DFCL, DFLL, DFLT)

using the RGBR screen.


Default Comp Lab Fee AR Code:

Default Lab Fee AR Code:


Default Tuition AR Code:

Once all of the RGBR screens are updated Finish Out of the Tuition Rate Table (TRTB).

Repeat this TRTB -> RGBR process for the International Tuition table. See example of the IE Tuition Rate Table following:

+------------------------------------------------------------------------------+ | 06/04/04 16:51 TUITION RATE TABLES TRTB | | Tuition Table: IETUIT8 | |==============================================================================| | 1 Description........................: IE Tuition 2006/Fall | | 2 * Tuition Drop Reg Refund Policy...: WDRW2 Withdrawal (02/08/30) | | 3 * Tuition Wdrw Reg Refund Policy...: WDRW2 Withdrawal (02/08/30) | | 4 Tuition Forfeit AR Code............: | | 5 Section Fee AR Code................: | | 6 * Section Fee Drop Reg Ref Policy..: | | 7 * Section Fee Wdrw Reg Ref Policy..: | | 8 Section Fee Forfeit AR Code........: | | 9 * Other Charges Drop Reg Ref Policy: | | 10 * Other Charges Wdrw Reg Ref Policy: | +------------------------------------------------------------------------------+ | 11 * AR Code Amount CR Calc Sec/Cred Min Cred Max Cred * Rule | | 1: DFCL 30.00 A All Sectio COMPFEE | | 2: DFLL 30.00 A All Sectio LABFEE | | 3: DFLT 322.52 A All Credit | +------------------------------------------------------------------------------+ | 12 * Comments: 1: Updated April 4/06 C. Carson | |aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaa|

Once all of the values have been entered, Finish Out (F8).

Repeat this process for the Senior/Elder Tuition table (no tuition for ages 60+). See example following: +------------------------------------------------------------------------------+ | 06/04/10 15:40 TUITION RATE TABLES TRTB | | Tuition Table: SETUIT7 | |==============================================================================| | 1 Description........................: Senior/Elder Tuition 06/FALL | | 2 * Tuition Drop Reg Refund Policy...: WDRW2 Withdrawal (02/08/30) | | 3 * Tuition Wdrw Reg Refund Policy...: WDRW2 Withdrawal (02/08/30) | | 4 Tuition Forfeit AR Code............: | | 5 Section Fee AR Code................: | | 6 * Section Fee Drop Reg Ref Policy..: | | 7 * Section Fee Wdrw Reg Ref Policy..: |

Note: The Developmental Studies (DS) Schedule Type and DSVAN Schedule Type

need to have an amount of 0. The Social Work (SWU)

Schedule Type needs to have the current fee amount (e.g.

97.79) entered under the amount in order to charge the

higher level fee.

Update the RGBR screen for each of these AR Codes. Note: IE students

are not being assessed fees for College Readiness – manual override

required.


| 8 Section Fee Forfeit AR Code........: | | 9 * Other Charges Drop Reg Ref Policy: | | 10 * Other Charges Wdrw Reg Ref Policy: | +------------------------------------------------------------------------------+ | 11 * AR Code Amount CR Calc Sec/Cred Min Cred Max Cred * Rule | | 1: DFCL 30.00 A All Sectio COMPFEE | | 2: DFLL 30.00 A All Sectio LABFEE | | 3: DFLT 0.00 A All Credit | +------------------------------------------------------------------------------+ | 12 * Comments: 1: Updated April 10/06 C.Carson | |aa Element Billing Rates aaaaaaaaaaaaaaaaaa New Record aaa Value 3/3 aaaaaaaaa|

2. Registration Term Rate Tables

The Registration Term Rate Table (RTRT) is where the Student Activity Fees are maintained for the Regular Tuition and for the International Education tuition. See screen images following:

+------------------------------------------------------------------------------+ | 06/04/04 16:20 REGISTRATION TERM RATE TABLES RTRT | | Table: RGFEES7 | |==============================================================================| | 1 Description..................: Term Fees As of 2006/09/01 | | 2 * Default Drop Reg Ref Policy: NRFND Non-Refundable After 1st | | 3 * Default Wdrw Reg Ref Policy: NRFND Non-Refundable After 1st | +------------------------------------------------------------------------------+ | 4 * AR Code Amount CR Calc Sec/Cred Forft Min Cred Max Cred * Rule | | 1: SACF 20.00 A All Sectio 3.00 STUFEE | | 2: SACF 60.00 F Fix Sectio 3.00 STUFEE | +----------------------------- Rule-Based Charges -----------------------------+ | 5 * Rule AR Code Amount CR Calculated Amount Field Name * Rg Ref Pol | | 1: | +------------------------------------------------------------------------------+ | 6 * Comments: 1: Updated April 4/06. C.Carson | |aa Element Billing Rates aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaa Value 1/1 aaaaaaaaa|

See screen images for International Education tuition as follows: +------------------------------------------------------------------------------+ | 06/04/10 16:11 REGISTRATION TERM RATE TABLES RTRT | | Table: IEFEES4 | |==============================================================================| | 1 Description..................: Int'l Term Fees As of 06/09/01 | | 2 * Default Drop Reg Ref Policy: NRFND Non-Refundable After 1st | | 3 * Default Wdrw Reg Ref Policy: NRFND Non-Refundable After 1st | +------------------------------------------------------------------------------+ | 4 * AR Code Amount CR Calc Sec/Cred Forft Min Cred Max Cred * Rule | | 1: SACF 20.00 A All Sectio 3.00 STUFEE | | 2: SACF 60.00 F Fix Sectio 3.00 STUFEE | | 3: | +----------------------------- Rule-Based Charges -----------------------------+ | 5 * Rule AR Code Amount CR Calculated Amount Field Name * Rg Ref Pol | | 1: | | 2: | +------------------------------------------------------------------------------+ | 6 * Comments: 1: Updated April 10/06 C.Carson | |aa Controller Comments aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaa Value 1/1 aaaaaaaaa|

3. Registration Rate Tables

Once the Tuition Rate table and Student Activity table have been updated, access the Registration Rate Tables (RGRT) screen for each type of fee and add the Tuition Rates and Term Rates to Field 4

See example for Regular Tuition: +------------------------------------------------------------------------------+ | 05/11/09 08:42 REGISTRATION RATE TABLES RGRT | | Reg Rate Fields ID: 1 Effective Date: 98/09/01 | | Reg Rate Table....: RGTUIT | |==============================================================================| | 1 Description......: Regular Tuition 6 End Date..: | | 2 Periodic Billing.: No 7 * Comments: | | | | 3 Field Name Required Value | | 1: SCS.STUDENT.TYPE Yes RS | | 2: |

Update the RGBR

screen for each of

these AR Codes.


| | | 4 Eff Date * Tuition Rates * Term Rates * Add/Drop/Wdrw * Waiver Policy | | 1: 06/09/01 RGTUIT9 Regu RGFEES7 Term | | 2: 05/09/01 RGTUIT8 Regu RGFEES6 Term | | 5 Custom Subroutine: | |aa Element Eff Date aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaa Value 1/10 aaaaaaaa|

See example for International Education Tuition: +------------------------------------------------------------------------------+ | 06/04/05 10:05 REGISTRATION RATE TABLES RGRT | | Reg Rate Fields ID: 1 Effective Date: 98/09/01 | | Reg Rate Table....: IETUIT | |==============================================================================| | 1 Description......: International Tutition 6 End Date..: | | 2 Periodic Billing.: No 7 * Comments: | | | | 3 Field Name Required Value | | 1: SCS.STUDENT.TYPE Yes IE | | 2: | | 3: | | | | 4 Eff Date * Tuition Rates * Term Rates * Add/Drop/Wdrw * Waiver Policy | | 1: 06/09/01 IETUIT8 IE T IEFEES4 Int' | | 2: 05/09/01 IETUIT7 Ie T IEFEES3 Int' | | | | 5 Custom Subroutine: | |aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaa|

Student Type of IE (entered on XAPP or SPRO) will force

assessment of IE fee schedule.


See example for Senior/Elder’s Tuition: +------------------------------------------------------------------------------+ | 06/04/05 10:09 REGISTRATION RATE TABLES RGRT | | Reg Rate Fields ID: 1 Effective Date: 98/09/01 | | Reg Rate Table....: SETUIT | |==============================================================================| | 1 Description......: Senior and Elders Tuition 6 End Date..: | | 2 Periodic Billing.: N 7 * Comments: | | | | 3 Field Name Required Value | | 1: SCS.STUDENT.TYPE Yes SE | | 2: | | 3: | | 4 Eff Date * Tuition Rates * Term Rates * Add/Drop/Wdrw * Waiver Policy | | 1: 06/09/01 SETUIT7 Seni RGFEES7 Term | | 2: 05/09/01 SETUIT6 Seni RGFEES6 Term | | | | 5 Custom Subroutine: | |aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaa|

Once all tables have been created, test whether the fees are assessing correctly by registering students in classes and comparing the assessed fees with the new fee schedule.

Student Type of SE (entered on XAPP or SPRO) will result in zero tuition being assessed.


Student Activity Fee Rule – STUFEE

Introduction

This procedure provides the details on the rule used to calculate the Student Activity Fee.

Procedure

The Student Activity Fee assessment rule is currently defined to assess a Student Activity fee for all courses offered at the Merritt campus that are not General Continuing Education courses or are not PLA.

+------------------------------------------------------------------------------+ | 06/04/04 16:13 RULES DEFINITION RLDE | | | | Rules ID: STUFEE Created On: 03/12/04 Created By: IAN | |==============================================================================| | 1 Description......: True for Student Society Fee | | 2 Office Code......: | | 3 Primary File View: STUDENT.COURSE.SEC | | 4 * Comments.......: 1: To identify course registrations for registration | | * Comments.......: 2: that are to have the student society fee charged. | | * Comments.......: 3: The criteria for inclusion in this fee are: Section| | Located in Merritt and section is *NOT* PLA or | | CONT ED (not STC.CRED.TYPE 'L' or ‘G’) | | 5 * Subroutine Name: | | 6 Rule Failure Message | | No student society fee for this registration | +------------------------------------------------------------------------------+ | 7 * Checking Criteria | | Connector Left-hand Expression..... Relation Right-hand Expression....... | | 1: WITH SEC.LOCATION EQ "MER" | | 2: WITH STC.CRED.TYPE NE "L" | | 3: WITH STC.CRED.TYPE NE "G" | | 4: | |aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaa|

Note: this means the fee will assess for Community Education sections offered at Merritt even if fees are not attached to the section. The current use of the SP student type will zero that Student Activity fee out but if NVIT wishes to move away from use of the SP student type this is problematic.


Computer and Lab Fee Rules – COMPFEE and LABFEE

Introduction

This procedure provides the details on the rules used to calculate the Computer and Lab Fees.

Procedure

The Computer and Lab fee assessment rules are defined to assess these fees if the Course Restrictions or Section Restrictions has the rule on the Other Restrictions (other.restrictions) field. Note that the rate for the fee must be defined on the TRTB screen.

Following are examples of both rules:

COMPFEE +------------------------------------------------------------------------------+ | 06/04/05 10:20 RULES DEFINITION RLDE | | | | Rules ID: COMPFEE Created On: 04/06/18 Created By: IAN | |==============================================================================| | 1 Description......: Reg. Billing - Computer Lab Fee | | 2 Office Code......: REG Registrar | | 3 Primary File View: STUDENT.COURSE.SEC | | 4 * Comments.......: 1: June 18 2004 11:29am Ian MacKinnon - OAS | | 4 * Comments.......: 2: Effective Sept 2004 - sections that are to be | | 4 * Comments.......: 3: charged computer lab fee have SEC.OTHER.RESTRICTIO | | 4 * Comments.......: 4: code of 'FCMP' | | | 5 * Subroutine Name: | | 6 Rule Failure Message | | | +------------------------------------------------------------------------------+ | 7 * Checking Criteria | | Connector Left-hand Expression..... Relation Right-hand Expression....... | | 1: WITH SEC.OTHER.RESTRICTIONS EQ 'FCMP' | | 2: | |aa Controller Comments aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaa Value 1/4 aaaaaaaaa|

LABFEE +------------------------------------------------------------------------------+ | 06/04/05 10:27 RULES DEFINITION RLDE | | | | Rules ID: LABFEE Created On: 04/06/18 Created By: IAN | |==============================================================================| | 1 Description......: Reg Billing - Lab Fee | | 2 Office Code......: REG Registrar | | 3 Primary File View: STUDENT.COURSE.SEC | | 4 * Comments.......: 1: June 18 2004 11:24am Ian MacKinnon - OAS | | 4 * Comments.......: 2: Registration Billing - effective Sept / 2004 | | 4 * Comments.......: 3: Sections with SEC.OTHER.RESTRICTIONS code 'FLAB' | | 4 * Comments.......: 4: are to be assesed the lab fee | | 5 * Subroutine Name: | | 6 Rule Failure Message | +------------------------------------------------------------------------------+ | 7 * Checking Criteria | | Connector Left-hand Expression..... Relation Right-hand Expression....... | | 1: WITH SEC.OTHER.RESTRICTIONS EQ 'FLAB' | | 2: | |aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaa|


Sponsored Students

Introduction

Procedure


Arrears Processing

NEEDS TO BE REVISED

Introduction

This process enables the user to run a list of all students who have outstanding tuition balances for a specified term.

Procedure

On the day after the fee deadline for each term run the following Uniquery statement: +------------------------------------------------------------------------------+ | 05/12/21 10:36 MAINTAIN UNIQUERY PARAGRAPH XMUP | | Query Name: SILVAD_OUTBALANCE | |==============================================================================| | | | 1 Purpose: 1: Outstanding TERM Tuition Balance | | 2: Contact Finance for all outstanding | | | | 2 Paragraph | | 1: UTSETPTR | | 2: LIST AR.ACCTS BY ARA.SORT.NAME \ | | 3: WITH ARA.AR.TYPE EQ <<Enter AR Type>> \ | | 4: WITH EVAL "SUBR('S.GET.AR.ACCT.TERM.BALANCE',@ID,'<<Enter Term>>','')" \ | | 5: NE 0 \ | | 6: WITH ARA.BALANCE NE 0 \ | | 7: ARA.PERSON.ID\ | | 8: EVAL "TRANS(PERSON,ARA.PERSON.ID,'LAST.NAME','X'):', ':\ | | 9: TRANS(PERSON,ARA.PERSON.ID,'FIRST.NAME','X')"\ | | 10: FMT "25L" COL.HDG "Name" \ | | 11: EVAL "SUBR('S.BEST.ADDRESS','','',ARA.PERSON.ID,'',1)"\ | | 12: COL.HDG "ADDRESS" FMT '35L'\ | | 13: TOTAL EVAL "SUBR('S.GET.AR.ACCT.TERM.BALANCE',@ID,'<<Enter Term>>','')"\ | | 14: CNV "MD2,-" FMT "13R" COL.HDG "<<Enter Term>> Balance" \ | | 15: TOTAL ARA.BALANCE COL.HDG "Acc.Bal." \ | | 16: C99.ARA.ACTIVE.RESTRICTIONS\ | | 17: HEADING "'LD' Term Balances'L'" ID.SUP LPTR | | | | 3 Execute Now?...Y: | | | |aa Controller Purpose aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaa Value 2/2 aaaaaaaaa|

This will bring up a screen for you to enter the:

AR type: Enter 01 (for Student Receivables_

Term: Enter 06/SP (for example)

You now have in your XHLD directory a file with all students who owe money for the term. The report will also include whether there is an active PERC on the student’s file. See example of report following: ID........ Name.......... ADDRESS............................ 06/SP Balance Acc.Bal....... Active 0009813 Albina, George 115-1799 Menzies St Merritt BC V1K 1A7 855.60 855.60 SP 0007923 Barke, Angela Box 4239 Lower Nicola BC V0K 1Y0 855.60 855.60 IB 0009253 Carter, Faye Box 2456 Merritt BC V1K 1B8 855.60 855.60 0006958 Beake, Ted Box 2039 Merritt BC V1K 1B8 CANADA 238.90 238.90 LF


NVITConnect Payment Processing – CRSC, CCCR, WCCC

Introduction

Students can use NVITConnect to pay their fees by credit card (Visa or Mastercard). Payments are then processed by the Finance department. This procedure provides an overview of the steps used by Finance to verify credit card payments.

Procedure

The Financial Web Parameters screen is set to notify the Manager, Financial Services when a student has paid their fees on NVITConnect. This notification takes the form of a copy of an email (automatically sent with a return address of the Manager Financial Services). See example following:

@FIRST.NAME

Thank you for your payment.

Credit card payments are subject to verification.

Please note that final fees are due on or before the first day of classes.

The Manager, Financial Services will then run the following processes:

Step Description

CRSC Web Cashier session needs to be closed.

CCCR This process is run to obtain a report of all credit card payments made on NVITConnect for the specified period.

WCCC Once payments are entered on credit card verification machine, the Confirmation Number needs to be entered using WCCC.

CRRE If any payments are rejected by the credit card authorization process, reverse the payment using this process.

CRSC Reconcile the Web Cashier session

Note: If/when eCommerce is implemented these processes will not be required.


Refund Set-up

Introduction

Refunds are managed by

Procedure

+------------------------------------------------------------------------------+ | 06/07/07 15:53 REG REFUND POLICY RGRP | | | | Reg Refund Policy: WDRW2 | |==============================================================================| | | | 1 Description.............: Withdrawal (02/08/30) | | 2 * Default Refund Formula: WDRW2 Withdrawal Credit (02/08/30) | | | | 3 * Course Rate Rule * Refund Formula | | 1: | | 2: | | 3: | | 4: | | | | 4 * Term Rate Rule * Refund Formula | | 1: | | 2: | | 3: | | 4: | | | | 5 * Comments: 1: | |aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaa|

+------------------------------------------------------------------------------+ | 06/07/07 15:37 REFUND FORMULA REFF | | Refund Formula: WDRW2 | |==============================================================================| | 1 Description..........: Withdrawal Credit (02/08/30) | | 2 Count Section Meeting: No | | 3 Days Excluded........: 1: | | 2: | | 4 Days Before Start Refund Pct Cancel Charge | | 1: 120 100.00 | | 2: | | 3: | | 5 Days Used Refund Pct Refund Portion Cancel Charge | | 1: 0 100.00 Full | | 2: 7 75.00 Full | | 3: 14 50.00 Full | | 6 Pct Used Refund Pct Refund Portion Cancel Charge | | 1: | | 2: | | 3: | | 7 * Comments | | 1: | |aa Controller Days Excluded aaaaaaaaaaaaaaaaaaaaaaaaaaaaaa No Values aaaaaaaaa|

?Where is the subroutine for when sections are dropped during first 14 days and another section added – no penalty. Confirmed this works July 7, 2006?


Retention Alert


Retention Alert – Case Creation, Routing and Management

Introduction

Procedure

Retention Alert is a Colleague WebAdvisor feature which is deployed on NVITConnect. It is designed to allow for the creation of cases when it is deemed a student requires support or assistance. Following are the three basic steps in Retention Alert:

1. Create a Case

Any NVIT employee can log on to NVITConnect and create a case for a student who requires support or assistance. Specific details can be found in the one page Case Creation Steps document.

2. Route a Case

The Case Runner will receive all cases and will refer them on to the most appropriate Case Manager. Refer to the one page Case Router Steps document.

3. Manage a Case

Case Managers will work cases and should follow the steps in the one-page Case Manager Steps document.


Retention Alert – Case Types and Associated Managers

Introduction

This procedure provides the current listing of Case Types and the Case Managers that cases could be receive the cases from the Router(s).

Procedure

Following is the current listing. Any changes should be discussed with the Project Team during its Pilot Implementation meetings Fall 2008:

Case Type Case Category Example Case Managers (Routed to)

Academic Challenges

Academic Poor Grades*, Study Skills, Literacy, Homework Incomplete, Cheating, Plagiarism

Dept Heads, Deans, VP, Student Success Center, Elder Proxy, Academic Planner

Attendance Academic Attendance Issues Dept Head, Academic Planner, Elder Proxy, Registrar, Student Success Center

Behavioral (In Class)

Academic In class behavior/behavior changes Dept Heads, Deans, VP, Elder Proxy

Behavioral (Out of Class)

Non Academic Out of class behavior/ behavior changes Dept Heads, Deans, VP Elder Proxy

Cultural Non Academic Smudging, sweats, hunting/fishing, journey, gatherings

Elder Proxy, Dept Heads, VPs, Deans

Disability Support

Academic Learning, physical, emotional Academic Planner, Student Success Center

Financial Aid (Essential Needs)

Non Academic Food, Clothing, Gas, Daycare/sitter, Transportation

Elder Proxy, Academic Planner (list of referrals), FA Coordinator, Registrar

Financial Aid (Loans etc)

Academic Financial Aid – loans, grants, bursaries, sponsorship, scholarships

FA Coordinator

Housing Non Academic Housing Elder Proxy, Academic Planner (list of referrals), FA Coordinator, Registrar

Issues (Legal) Non Academic Incarceration, court attendance Academic Planner (list of referrals), Elder Proxy, Deans, VP, Dept Heads, Counseling Proxy

Issues (Medical) Non Academic Chronic/serious conditions, short term illness

Academic Planner (list of referrals), Elder Proxy, Deans, VP, Dept Heads, Counseling Proxy

Issues (Personal)

Non Academic Relationships, family, voting, employment, emergencies, funerals etc.

Academic Planner (list of referrals), Elder Proxy, Deans, VP, Dept Heads, Counseling Proxy

Issues (Substance Abuse)

Non Academic Drug and alcohol Academic Planner (list of referrals), Elder Proxy, Deans, VP, Dept Heads, Counseling Proxy

Student Voice Academic Issues related to a student experience the student has verbalized. An example could be an issue with enrollment services.

Dept Heads, Deans, VP, Student Success Center, Elder Proxy, Registrar


Retention Alert Cheat Sheet – Organization Roles, Categories and Case Types

Introduction

This procedure includes quick tips on updating Organization Roles, Categories and Case Types. Detailed procedures are available for each function.

Procedure

Refer to the detailed procedure for each function.

1. Creating an Organization Role (example: Case Manager)

Step Form Description

1 ORGR Organization Role Enter Org Role upon entering the form.

2. Assigning a Person to an Organization Role


1 EPDB Export Person to Resource Database Enter ID or Saved List of Person(s) and Update.

2 AROR Assign Resource to Org Roles Lookup Person, Enter Organization Roles and Update.

3. Creating a Category

Example: Academic, Non Academic, and Cohort)


1 RALP Retention Alert Parameters Enter Category upon entering the form. Complete Category parameters and Update.

4. Creating and Assigning a Case Type to a Category

Example: Cultural


1 RALP Retention Alert Parameters After entering Category, detail on Available Case Types to CATY and add a new Case Type.

2 CATY Case Types Enter data on Case types, including the roles that interact with this Case Type (see below “Assigning an Organization Role to a Case Type.”

5. Assigning an Organization Role to a Case Type

Example: The role Elder Proxy associated with the Cultural Case Type.


1 RALP Retention Alert Parameters After entering Category, detail on Available Case Types.

2 CATY Case Types Add the roles that interact with the Case Type. Ensure that Initial Assignment field & Available for Reassignment are completed properly.


6. Assigning Administrative/Reporting Access to Organization Roles

Example: Runner and Workflow Administrator having Administrative/Reporting Access to all Case Types in the Academic and Non Academic Categories.


1 RALP Retention Alert Parameters Enter the Category upon entering RALP and Detail on the Organization Roles field to CCRL at the bottom of the form.

2 CCRL Case Category Org Roles Enter Organization Role data on this form. The Initial Assignment and Available for Reassignment fields will not be used if these fields have been completed off of each Available Case Type on CATY. Ensure that the Reporting and Administrative field is set to YES if the assigned role has this type of access to case details within the Category.


Retention Alert Colleague Forms

Introduction

This procedure provides an overview of the Colleague forms available for Retention Alert.

Procedure

Following is the summary of Forms. Specific procedures are included in this manual for each form:

Mnemonic Detailed Function

ORGR Defining an Organization Role

EPDB Export Person to Resource DB

AROR Assign Organization Roles

DWPA Workflow Administrator Parameters

RALP Retention Alert Parameters

MFCC Mapping for Case Contacts – Defined on CONTACT.METHODS ValCode table

CATY Define Case Types – RALP/CATY

CCRL Case Category Org Roles

BCCS Batch Case Creation Set up - RALP/CATY/BCCS/DBCC

RECC Retention Alert Case Creation

BREM Case Reminder Emails

CRCA Batch Close Retention Case

WA - Contribute Info Work the Case Form

WA - My Contributions My Contributions to Cases

WA - View Case Item View Case Item Form

WA - Case Follow up Retention Case Follow-up Form

WA - Setting up Reminder Set up Retention Case Reminder Preferences Form

WA - My To Do List View Summary or Details of To Do List Form

WA - Work the Case Work the Case Form

WA - Add Internal Note Add an Internal Case Note Form

WA - Send Case Email Send Case Email Form

WA - Set Case Reminder Set a Case Email Reminder Form

WA - Manage Reminder Dates Manage Reminder Dates Form

WA - Add CMC Add CMC Form

WA - Add Another Type Add Another Type Form

WA - Change Priority of Case Change Case Priority Form

Reassigning a Case The Reassign Case Form

WA - Close the Case Close the Case Form

WA - Count Cases The Count of Open Retention Cases Form


Mnemonic Detailed Function

WA - Open Cases by Role Open Cases by Role Form

WA - Open Cases Form Open Cases form

WA - Closed Retention Cases Closed Retention Cases Form

Delivered Subroutines* S.STUDENT.LOW.MAJOR.GPA.RULE, S.STUDENT.CUM.UG.GPA.RULE, S.STU.EXCESSIVE.ABSENCE.RULE , S.ASSIGN.CASE.BY.STU.ADVISEMT *These subroutines can be modified in the Toolkit – details can be found in the appendix of Datatel’s Using Retention Alert Guide.


Retention Alert Case Contact Set-up – Contact.Methods

Introduction

This procedure provides the details on managing the CONTACT.METHODS ValCode table.

Procedure

In CORE, enter VAL and lookup CONTACT.METHODS. Following is the current list of valid codes. To add a new method of contact, enter the code in the Code field and the description in the Description field.


Retention Alert Organization Roles - ORGR

Introduction

This procedure provides the details on defining Organization Roles for Retention Alert.

Procedure

Organization Roles are created or modified using the Organization Role (ORGR) form.

1. Lookup: Lookup an existing role or add a new one at the lookup prompt. Entering a … will lead you to a resolution screen with a complete listing of organization roles.

2. Organization Role Definition – ORGR

The Organization Role Definition form requires a Title, Start Date and Type.

Field Description

Title: This is how the Organization Role will display on NVITConnect.

Start Date: The start date is the date this role will become active. When creating a role, the default is today’s date.

Type: Choose a type that is associated with this organization role. Types are created and modified in UT on the ValCode table ORG.ROLE.TYPES


Following is the current list of Organization Roles:

ORGANIZATION ROLES

RUNNER

*CASE CREATOR - FACULTY

*CASE CREATOR - MANAGEMENT

*CASE CREATOR - STAFF

CASE MANAGER - ADM/REG OFFICE

CASE MANAGER - ACAD PLAN MER

CASE MANAGER - ACAD PLAN VANC

CASE MANAGER - COUNSELING PROXY

CASE MANAGER - DEAN INSTR DL

CASE MANAGER - DEAN INSTR SS

CASE MANAGER - DH AST

CASE MANAGER - DH CR

CASE MANAGER - DH ECE

CASE MANAGER - DH IAST

CASE MANAGER - DH LEPP

CASE MANAGER - DH NRT

CASE MANAGER - DH SOCW

CASE MANAGER - DH VANC

CASE MANAGER - ELDER PRXY MER

CASE MANAGER - ELDER PRXY VANC

CASE MANAGER - FIN AID

CASE MANAGER - REGISTRAR

CASE MANAGER - STU SUCCESS MER

CASE MANAGER - STU SUCCESS VANC

CASE MANAGER - VP CORP SRVCS

CASE MANAGER - VP LEARN SRVCS

CASE MANAGER - WORKFLOW ADMINISTRATOR

COHORT TRACKER

*The Case Creator roles have been created but are not required as all users who have access to Retention Alert on WebAdvisor are able to create a case without being assigned this role.


Retention Alert Export Person to Resource Database- EPDB

Introduction

This procedure provides the details to add an individual to the Retention Alert Resource Database. This is required in order to have them assume the role of Case Runner or Case Manager.

Procedure

Access the EPDB screen and enter the people who will serve as Case Runners and Case Managers in the Persons Included field. It is also possible to enter a Saved List Name in the Saved List Name field. To exclude individual records from the export process use the Persons Excluded field.

Note: While we have created Case Creator roles in the Retention Alert module, it is not necessary to export all staff who will be creating cases in Retention Alert.


Retention Alert Assign Organization Roles - AROR

Introduction

This procedure provides the details on assigning Organization Roles to resources for Retention Alert (e.g. assigning an individual to the “Academic Planner” role).

Procedure

Access the AROR form and look up the Resource record (PERSON record) at the lookup prompt and add the Roles assumed by this person.

Following are the fields and descriptions for each:

Field Description

Organization Role Add the role (s) for this resource (person). Roles are created on the Organization Role form (ORGR).

Start Date Today’s date will default in the Start Date field. This is the date the Role becomes active.

End Date Should a resource no longer participate in a given role, end date the Role by using the End Date field.

Primary (Pri) Role If a resource has more than one role, a YES can be placed in the Role that serves as a Primary Role.

Workload Percentage This field is not currently used. The field records workload percentage for this organization role.

Constituency Rank This field is not currently used. The field records constituency rank to apply to this resource assignment.


Retention Alert Workflow Administrator Parameters - DWPA

Introduction

This procedure provides the details on defining the parameters for the Workflow Administrator Parameters screen.

Procedure

Access the DWPA form from the menu to view the current Workflow Administrator parameters.

Following are the fields and their descriptions for this screen:

Field Description

Workflow Administrator Org Role:

The Organization Role indicated here must also be assigned to the Workflow Administrator Role on the Assign Resource to Organization Role form (AROR). While unlikely in Retention Alert workflows, the Workflow Administrator is able to intervene and stop workflows on WebAdvisor using the WFSO and WFCS forms.

E-Mail Return Address:

When the Workflow Management System sends an email, the Email Return Address is used as the return address for this type of system generated email.

WebAdvisor Servlet:

This field must be populated with WEBADVISOR.

Final Escalation Required:

Datatel recommends not using the Final Escalation functionality with Retention Alert.


Retention Alert Parameters, Types and Categories – RALP, CATY, CCRL

Introduction

This procedure provides details on how use the Retention Alert Parameter form and its associated forms.

Procedure

The Retention Alert Parameter form (RALP) and its associated Case Type form (CATY) are used to define Categories, Case Types and Organization Roles responsible for managing case types. Reporting and Administrative Rights are assigned for each Category by detailing off of RALP using the Case Category Org Roles form (CCRL).

1. Define the Category:

Lookup an existing category or add a new one at the lookup prompt. Currently, the following categories are: ACADEMIC, NONACADEMIC and COHORT.

Following are the fields and the description of their use:

Field Description Display Student ID: Choose YES if you want the Student ID to display in WebAdvisor on the Work the Case form.

Mapping for Contact: This functionality is not currently used. This field details to the MFCC form. Contact mapping causes the Retention Alert module to create a CONTACT record for mapped contact methods. The CONTACT file is a CORE file that contains a history of contacts between institutional resources and a person or organization. CONTACT records can be created by other modules such as recruiting/admissions or activities and events.

Available Case Types:

Assign Case Types associated with this Category. See next section on Case Types for more detail.

Process Name/Label Available Information Links:

These fields are not currently used. These fields allow for the inclusion of a process that you want to invoke from a WebAdvisor link. The link is displayed in the Information Links pane of the Work the Case form in WebAdvisor. The Label displays the text used to display the link.

Closure Reasons: Enter Closure Reasons used for closing cases in this category. The codes have included a number in order to organize them on the website by description.

Staff and Student The PREFERRED hierarchy is used for both Staff and Student E-Mail Hierarchies.


Field Description Email Hierarchies:

2. Case Types - CATY

Enter the CATY form from the RALP form as it cannot be accessed directly from the menu. After looking up the category at the RALP lookup prompt, the Available Case Types field displays Case Types associated with the category. If the Case Type has not already been defined, Colleague will open the CATY form.


Field Description

Default Priority: The default priority is set to Medium on all Academic and Non Academic case types. After a case has been created, the priority can be changed by the Runner or Case Manager in WebAdvisor.

Active: Indicate YES for cases types that are currently active.

Allow Manual Case Contributions:

Indicate YES for case types that can be chosen on WebAdvisor by Case Creators.

Organization Role: This is a listing of Case Managers available to manage the case.

Initial Assignment: After the case is created, Colleague will assign the case to those roles that have a YES in the Initial Assignment field. Currently, the only role with a YES in this field is the Runner.

Available for Reassignment:

Indicates whether cases can be reassigned to the associated Organization Role. Currently, all Organization Roles can be reassigned a case.

Automatic Initial Comm Code:

This field is not currently used. This field records a communication code that is automatically assigned for this case type on the student record. When a new case of this case type is created or if this type is added to an existing case, then this communication code is applied to the student record (whether the case is created by a user, or by the batch creation process).


Field Description

Available Communication Codes:

This field is not currently used. This field is used to enter additional communication code that are available for this case type. When this case type is assigned to a new case, the communication code entered here becomes available for use on the Add Communication Code form (via the Work the Cases form) in WebAdvisor.

Batch Case Creation Set up:

This field details to BCCS where criteria is defined that will be used to create cases in batch mode. Criteria defined on the BCCS form is specific to the Case Type and can be used by the Retention Case Creation (RECC) process to initiate a case for a person whose Colleague data meets the specified criteria. This functionality is currently used for Cohort Tracking. Refer to the section on Retention Alert Batch Case Creation Set up or Retention Alert Cohort Tracking for more details.

3. Reporting and Administrative Rights – CCRL

Access the CCRL form from the RALP form as it cannot be accessed directly from the menu. A listing of Organization Roles that have Reporting and/or Administrative Rights can be entered by detailing on Organization Role to the CCRL form.


Field Description

Organization Roles:

Indicate the Organization Roles that are given Reporting and Administrative Rights to cases within the Category.

Initial Assignment:

After the case is created, Colleague will assign the case to those roles that have a YES in the Initial Assignment field. Currently, the only role with a YES is the Runner. The Initial Assignment parameter should be set up on CATY for each Organization Role, and when set up on CATY, the CATY settings override the settings on this form.

Available for Reassignment:

Indicates whether cases can be reassigned to the associated Organization Role. Currently, all Organization Roles can be reassigned a case. The Available for Reassignment parameter should be set up on CATY for each Organization Role, and when set up on CATY, the CATY settings override the settings on this form.

Reporting and Administrative Rights:

These rights allow for viewing access to cases on WebAdvisor. Specifically, the Reporting and Administrative Rights allow for a summary view of all open and closed cases for a student. Currently, the Workflow Administrator and the Runner have Reporting and Administrative Rights to all case types in the Academic and Non Academic categories.

Please note: Reporting and Administrative Rights do not allow for a complete view of all notes on a case unless the case has been assigned to the Organization Role with the rights or the case has been closed.


Retention Alert Batch Case Creation Set up Forms – BCCS, DBCC

Introduction

This procedure provides the details on the Batch Case Creation set up forms. For details on the Batch Case Creation utility that uses the criterion on these forms to batch create cases, please see the next section on Retention Alert Case Creation.

Procedure

Accessing the Batch Case Creation Set up form (BCCS) occurs through the RALP and CATY forms, in that order (RALP/CATY/BCCS). The criteria entered are case type specific and require associated rules to be created on the Rules Definition form (RLDE). After Case Type Criterion are created, Colleague opens the Define Batch Case Criterion form (DBCC) which allows for the addition of more than one rule per Case Type Criterion.

1. Defining Case Type Criterion - BCCS


Field Description

Criterion Name Enter a code for the Case Type Criterion Name.

Priority Select the Priority for cases with this type.

Rules Enter a code for the Rule associated with this Criterion. If it is new Rule, Colleague will open the Rules Definition form (RLDE) for entering rule parameters. For more detail on the application of this form, see the Retention Alert Cohort Tracking section.

Subroutine This field is not currently used.

2. Defining Batch Case Criterion - DBCC



Field Description

Priority: The Priority defaults from the Batch Case Creation form (BCCS). This is the default priority for this case type.

Rules: The Rules field allows for the entry of more than one rule per Case Type Criterion.

Rule Connector: The Rule Connector is used to indicate how multiple rules are connected

.


Retention Alert Case Creation – RECC

Introduction

This procedure provides the details to automatically create cases.

Procedure

Access the Retention Case Creation form (RECC) to batch assign cases based on the evaluation of defined criteria against a Saved List or Student IDs. The following fields are required: Criteria to Evaluate, Update Mode and a Saved List or Student IDs.

This form is currently used for batch cohort assignment each term and is covered again in the Retention Alert Cohort Tracking section of this manual.


Field Description Criteria to Evaluate: The criteria are associated with a case type and created using the Batch Case Creation

Set up form (BCCS) off of the Case Type form (CATY) for each case. The path is: RALP/CATY/BCCS.

Limit the Creation of New Case Items by Using and Grace Period (in days):

This field offers an opportunity to limit the assignment of additional similar case items on an open case based on comparison and/or grace period. This means that if a record is evaluated against the same criteria more than once, the subsequent case items will not be added to the open case if comparison or grace period is selected. Note: Currently, this field is not functioning as intended and this means that if a record is evaluated more than once using the same criteria, more than one case item (one line on the open case) will be added to the case.

Update Mode: Choose NO the first time to view the outcome of the batch case assignment. If the outcome looks accurate, run the RECC process a second time with YES in the Update Mode field.

Saved List Name/Student ID’s: Enter the Saved List Name or Student IDs or batch assignment.


Retention Alert Cohort Tracking

Introduction

This procedure provides the details on the Retention Alert Cohort Tracking functionality; including: cohort category creation, cohort case type creation, and batch case creation criterion and assignment.

Procedure

The following steps detail how to create and batch assign cohort cases each term. The following forms are used: RALP, CATY, BCCS, RLDE, DBCC, SLCR and RECC.

1. Cohort Tracking: Retention Alert Parameters – RALP

The Category COHORT has been created in the Test and Production accounts. Each term a Case Type will need to be created in the Available Case Types field (see next step).

2. Cohort Tracking: Case Type Creation – CATY

Create a new case type by detailing on the Available Case Types field to the CATY form.



Field Description

Default Priority The default priority can be set to Low for cohort tracking case types.

Active Select YES to make this case active. If NO is selected, this case type will not be available for assignment.

Allow Manual Case Contributions

Select NO in the Allow Manual Case Contributions field as the system is used to automatically assign Cohort Case Types. By choosing NO, the cohort case types are not available to the NVIT community as an option when creating a case.

Organization Role Select the organization role responsible for managing this case type. Currently, the role managing the cohort track case types is the Cohort Tracker.

Initial Assignment Select YES in the Initial Assignment field.

Available for Reassignment

Select NO in the Available for Reassignment field as the Cohort Tracker does not reassign cohort tracking case types.

3. Cohort Tracking: Batch Case Creation Setup – BCCS

Detail on Batch Case Creation Setup on the CATY form to BCCS to add a new term specific Criterion Name code and associated rule.


Field Description

Criterion Name Enter the term specific criterion name code (example 08SPCOHORT).

Priority Choose Low for the default priority.

Rules Enter the Rule code. Once you enter a Rule code, Colleague will open the Rules Definition form – RLDE (see next step).

Subroutine This field is not currently used.

4. Cohort Tracking: Rules Definition - RLDE

Use the Rules Definition form to enter the rule. Following are two screen shots illustrating the rule currently used to capture active students for a given term, excluding those students with only an active


COST program. The second screen shot provides Left Hand Expression parameters associated with the first line of the Checking Criteria below (Line 1 of the Checking Criteria).

5. Cohort Tracking: Define Batch Case Criterion – DBCC

After entering the batch case creation criterion and associated rule, Colleague will record the rule on the Define Batch Case Creation form – DBCC. This form allows for more than one rule per Case Type Criterion. In the case of cohort tracking, only one criterion is required.


6. Cohort Tracking: Using Saved List Creation – SLCR

In order to use the batch retention alert case assignment process, a Saved List or list of Student IDs is required on the Retention Case Creation - RECC form. The following Saved List provides an example used to broadly capture all students with STU.TERMS EQ 08/SP. This saved list will be used against the Define Batch Case Creation Criterion defined above.

7. Cohort Tracking: Retention Case Creation - RECC

The Retention Case Creation form batch assigns cases based on the evaluation of defined criteria against a Saved List or Student IDs. The form requires Criteria to Evaluate, Update Mode and a Saved List or Student Ids.


Field Description

Criteria to Evaluate: The criteria are associated with a case type and created using RALP/CATY/BCCS as shown above.

Limit the Creation of This field offers an opportunity to limit the assignment of additional similar case items on an open


Field Description New Case Items by Using and Grace Period (in days):

case based on comparison and/or grace period. This means that if a record is evaluated against the same criteria more than once, the subsequent case items will not be added to the open case if comparison or grace period is selected. Currently, this field is not functioning as intended and this means that if a record is evaluated more than once using the same criteria, more than one case item (one line on the open case) will be added to the case.

Update Mode: Choose NO the first time to view the outcome of the cohort case assignment. If the numbers look accurate, run the RECC process a second time with YES in the Update Mode field.

Saved List Name: Enter the Saved List Name created on SLCR for batch assignment.


Retention Alert – Non-Attendance


Introduction

Faculty may report non-attendance on Retention Alert. Such cases are referred to the Academic Planners for follow-up. These procedures provide the details for Academic Planners to follow-up and take action if necessary.

Procedure

Academic Planners who receive non-attendance Cases from the Retention Alert Runner will:

• attempt to contact the student by telephone a maximum of two times;

• attempt to contact the student by email at least once.

If unable to contact* by telephone or email, the Academic Planner will:

• close the Retention Alert case using a resolved “reason” and a note that they were unable to contact the student;

• log STRK that the instructor reported they were not in attendance and efforts were made to contact them.

*Note that in an “unable to contact” situation, the student should not be withdrawn as this is an action that must be initiated by them.

If contact is made and the student indicates they wish to withdraw, the Academic Planner:

• will withdraw the student (with a “D” or “W” status depending on the date);

• close the Retention Alert case with a “left the institution” reason and note the details on the case;

• log STRK with the student’s decision.


Retention Alert Batch Close Retention Cases – CRCA

Introduction

This procedure provides details on the Retention Alert Batch Close Retention Cases functionality.

Procedure

Access the Batch Close Retention Cases form (CRCA) from the menu and take care when entering parameters that identify the cases to be closed. By running this utility in Non Update Mode first, (placing a NO in the Update Mode field), you can ensure that the records selected are correct before running it in Update Mode.

This form is used to close a group of retention cases at once based on parameters that can include category, closure reason, saved list, case creation dates, last action dates, students and/or cases.


Field Description

Update Mode Select NO the first time you run the utility to view the outcome without closing the cases. Select YES when you are ready to batch close the cases.

Case Category Category can be used as a parameter to select cases to close. Be careful this encompasses all case types within a category.

Closure Reason Enter a Closure Reason to be recorded on the case.

Summary Enter a Summary to be recorded on the case.

Detailed Notes Enter Detailed Notes to be recorded on the case.

Saved List Name/Saved List File

If a Saved List has been created that includes the cases to be closed, enter the Saved List Name and Saved List File. The Saved List file must be either STUDENTS or CASES.

Case Creation Dates Case Creation Dates can be used as a parameter to select cases to close.

Last Action Dates Last Action Dates can be used as a parameter to select cases to close.

Students Using the Colleague ID, students who have cases you want to close can be identified.


Field Description

Cases Using the case number, specific cases that you want to close can be identified.


Retention Alert Purging Retention Cases - PRCA

Introduction

This procedure provides the details on the Purging Retention Alert Cases functionality.

Procedure

Access PRCA from the menu and take care when entering parameters that identify the cases to be purged. By running this utility in Non Update Mode first, (placing a NO in the Update Mode field), you can ensure that the records selected are correct before running it in Update Mode.

The fields below allow the user to identify a group of cases using a saved list, by category, closure reason, case creation or closure date, case creator, a user that closed cases, cases created by the auto creation process (RECC), students and cases.


Field Description

Update Mode Select NO the first time you run the utility to view the outcome without purging the cases. Select YES when you are ready to purge the cases.

Saved List Name/Saved List File

If a Saved List has been created that includes the cases to be purged, enter the Saved List Name and Saved List File. The Saved List file must be either STUDENTS or CASES.

Case Category Category can be used as a parameter to select cases to purge. Be careful this encompasses all case types within a category.

Closure Reason Closure Reason can be used as a parameter to select cases to purge.

Case Creation Dates

Case Creation Dates can be used as a parameter to select cases to purge.

Created By Enter the Colleague ID of the case creator as a parameter to select cases to be purged.

Case Closure Case Closure Dates can be used a parameter to select cases to purge.


Field Description Dates

Closed By Enter Colleague ID of the person who closed the case as a parameter to select cases to be purged.

Auto Created Only

Indicate YES or NO to select cases that have been created by the Retention Case Creation process using the RECC form.

Closed Cases Only

Indicate YES or NO to select cases that are Closed Only.

Students Using the Colleague ID, students who have cases you want to close can be identified.

Cases Using the case number, specific cases that you want to close can be identified.


Retention Alert Email Reminders – BREM

Introduction

This procedure provides the details on the Retention Alert Email Reminder functionality.

Procedure

Access the Batch Retention Email form (BREM) to view the Retention Alert Email Reminder parameters. The Email Paragraph is set up in Communications Management on the Document Paragraph form (DPAR) and serves as a generic reminder email sent to case workers who have set a case reminder on cases and who have opted to receive email reminders on the Case Reminder Preference form in WebAdvisor.

Currently, BREM is set to run each morning by the Process Handler. BREM can also be run manually by entering the form and updating.

Detail on the Email Paragraph field to view or maintain the custom paragraph. See example following:


Updating NVITConnect Web Screens – WFPM

Introduction

This procedure provides the details to update the text on NVITConnect screens.

Procedure

Use the Web Form Parameter Maintenance form (WFPM) to specify alternate NVITConnect text like additional hyperlinks, miscellaneous text, alternate text for action buttons, and alternate rows displayed for Envision tables. Changes made on this form render in real-time on NVITConnect.

1. Access WFPM

At the Process Control lookup on enter the MENU item code from the table following:

Screen Process Description Menu

WBCOS018 Work the Case WCS1

WBCOS019 Expanded Case History WCS2

WBCOS020 View Case Item RET3

WBCOS023 Add an Internal Case Note WCSN

WBCOS024 Send Case E-Mail WCS6

WBCOS025 Set a Case Reminder WCS7

WBCOS026 Close the Case WCS8

WBCOS027 Reassign Case WCS11

WBCOS031 Add Communication Code WCSE

WBCOS032 Manage Reminder Dates WCS9

WBCOS033 Change Case Priority WCS10

WBCOS035 Closed Cases WCCR2

WBCOS039 My Contributions to Cases WCS13

WBCOS041 Add Another Type to This Case WCS14

WBCOS050 Count of Open Retention Cases WOCC

WBCOS051 Open Cases

WBCOS052 Open Cases by Role

WBCOS063 Retention Cases for Student RCFS

WBCOS064 Retention Case Followup WCS15

WBCOS067 Contribute Retention Info WCS18


2. Example of Web Form Parameter Maintenance - WFPM

For example to add text to the Set a Case Reminder page (WCS7) select that page at the WFPM lookup and it will display. See example following:


Field Description

Miscellaneous Text Page Zone Tag

Choose Header, Body, Footer to select position of text.

Miscellaneous Text ID Create a Text ID. After creating an ID, Colleague will open MTXT for entering Miscellaneous Text.

3. Enter Miscellaneous Text – MXTX

Detail on the Miscellaneous Text ID field to add text to the MTXT screen. See example following:


4. View the Text on NVITConnect

See following example of how the text displays on the actual screen for Set a Case Reminder:


Populate Retention Alert Data Mart - PRDA

Introduction

This procedure provides the details on how to populate data in the DataMart.

Procedure

OA Solutions has automated the population of the DataMart each morning at 6am. To manually populate the data, access the PRDA form and Update. The settings are as follows in the screen shot below.


Retention Alert Reports – Informer

Introduction

This section provides the details on the Retention Alert Meta Files in Informer.

The Retention Alert Meta files in Informer are made up of two groups: the Retention Alert base product files (RA) and the Retention Alert Data Mart files (RADM). Data can be accessed using either the product files or the Data Mart files.

The Data Mart is set to populate each morning with Colleague data using the Populate Retention Alert Data Mart functionality (PRDA) described in the previous section. The main file in the Data Mart is the RADM: Cases DataMart file which has links pointing to other Data Mart files, as well as, custom links provided by OA Solutions pointing to files in the ST application. In many cases, starting in this file will provide the greatest access to fields within the Data Mart. Retention Alert reports are housed in the ST – Student file in a folder titled Retention Alert.

Following is a currently list of Meta Files in the NVIT Informer account:

Retention Alert Informer Meta Files

RA - Case Categories

RA - Case Closure Reasons

RA - Case Creation Student Acad Levels

RA - Case Creation Student Acad Programs

RA - Case Items

RA - Case Types

RA - Cases

RA - Cases / ST co-file

RA - Contact Method Map

RADM: Cases DataMart

RADM_ACTIVE_ADVISORS

RADM_ADVISORS

RADM_CASE_ACAD_LEVEL

RADM_CASE_ACAD_PGMS

RADM_CASE_ITEMS

RADM_CASE_MAJORS

RADM_CASE_OWNERS

RADM_CASE_TYPES

RADM_CONTRIB_DEPTS

RADM_DISABILITIES

RADM_METHODS_OF_CON

RADM_NCRS_SUBCOMPS

RADM_NON_COURSES


RADM_SPECIAL_NEEDS


Retention Alert Garbage Collection Processor - WAGC

Introduction

This procedure provides the details on the WebAdvisor Garbage Collector. Datatel’s Retention Alert documentation emphasizes the importance of running the Garbage Collection Processor.

Procedure The Garbage Collection Processor has been turned on by the System Administrator at OA Solutions. If the process encounters an error that forces it to halt processing, an alert email will be sent to the email address entered in this Alert Email Recipient field. The Garbage Processor (WAGC) is used to maintain operational states within WebAdvisor and is used extensively by the Workflow system in WebAdvisor. To start WAGC, enter the details in WAGC as shown in the screenshot below (Do Not choose YES in the Clear Files field nor in the Use Memresize For State Files field as the background process will not run).


Retention Alert Reports - Informer

Introduction

This procedure provides the details for NVIT staff responsible for Retention Alert to create an Informer Retention Alert Report which needs to be provided to Management Committee on a monthly basis.

Procedure

Access Informer and select the MAG – Retention Alert Case Summary Report. See example of screen following:

The report needs to be run once for Academic Cases and then for Non-Academic Cases. Follow these steps to run each report:

1. Academic Cases

• Enter Academic in the Category Name

• Enter the Add Date (normally the first date following the last report)

• Press Submit

• When the report compiles, export it to Excel and then sort and filter in Excel to obtain the details for the Monthly Report (see sample report on next page).

2. Non-Academic Cases

• Enter Non-Academic in the Category Name

• Enter the Add Date (normally the first date following the last report)

• Press Submit

• When the report compiles, export it to Excel and then sort and filter to obtain the details for the Monthly Report (see sample report on next page).


Example of a Retention Alert Report

NVIT Retention Alert Report Dec 1 ALL Feb 1

ACADEMIC Feb 1

NON-ACADEMIC Number of Cases: 122 17 19 Cases Added by:

Faculty: 76 9 Academic Planner: 24 4 3

Exempt Staff: 10 2 Support Staff: 12 1 Elder Support: 2

Case Status (as of Report Date): Open: 21 1 6

Closed: 101 16 3 Cases Closed by:

Academic Planner: 88 15 2 Department Head: 2

Financial Aid Coordinator: 4 1 1 Dean/Director: 7

Case Closure Reasons Addressed and Resolved: 65 9 2

Student Left Institution: 12 3 Student Refuses Support: 17

Unable to Contact Student: 7 4 1 Open Cases Owned By:

Dean, Instr & Distr Learning 1 Financial Aid Coordinator: 5 1 2

Academic Planners: 12 3 Student Success Centre: 3

Elder Support: 1 Case Types

Academic 38 1 Attendance 46 14

Disability 2 Financial Aid (Student Loans) 7 2

Student Voice 3 Behavioral (in class) 3

Housing: 8 1 Personal Issues (includes Childcare): 12 3

Medical: 2 Financial Aid (Essential Needs) 4 5

Behavioral (out of class): 1


Degree Audit


Degree Audit Overview

Introduction

Degree Audit is part of the Datatel Colleague Student module and provides the ability to assess a student’s academic record against defined program requirements. It provides a link between the student and a program’s course and other (e.g. GPA) requirements.

Procedure

Following is a simple visual showing these links:

Program Requirements Courses Sections

Degree AuditStudents


Curriculum Approvals

Introduction

All program and course changes are recommended for approval at Education Council with the NVIT Board having responsibility for approving programs.

Procedure

Once curriculum changes are approved, these changes are updated in the NVIT databases which include the NVIT website, program publications (calendars and brochures), program planning worksheets and Colleague. Colleague updates will include Program (PROG) and Course (CRSE) records, Credential (CCD and DEGR), Communications Management (including ATRK) as well as Degree Audit Requirements (REQU).

This procedure provides a visual of how the changes flow out of Education Council and/or the Board and the primary roles involved in the steps:


Annual Maintenance (or as needed)

Introduction

There are annual steps required in the maintenance of the Degree Audit module. In some cases, the steps below may need to be reviewed during the year.

Procedure

Review the steps below and update where required. This is a list of required steps only. Refer to the specific procedure for actual details.

Annual Degree Audit Steps

1. New Academic Programs: After the Program is created in PROG, create the program requirement and include in the Academic Program in the Degree Audit Program List in this document.

2. Academic Program and Requirement Rollover: Rollover Academic Programs and Program Requirements.

3. Creating New Requirements: Create new requirements where needed after the Academic Program rollover to the upcoming Catalog year.

4. The NVIT Transfer Course Listing: Review the listing and update the Course Types field in Colleague and the Transfer Course Listing spreadsheet.

5. Web Acad Program Parameters form (WAPP): Update the Web parameter form with new Academic Programs and Catalog years.

6. Academic Evaluation Defaults (AEDF): Review the default parameter for the Degree Audit module.


Degree Audit Security Classes

Introduction

Access to Degree Audit screens and functionality are managed through security classes. This procedure provides an overview of the security classes.

Procedure

Following are the security classes which are maintained by the Director, Integrated Systems:

XDA.ADMIN - Degree Audit – Full Access

This class offers complete access to all Degree Audit module forms, including set up screens found in Student System Setup and RLDE (rules).

This class is assigned to the Academic Planner maintaining the DA module as well as the Registrar and the Director, Integrated Systems.

XDA.ACPL - Degree Audit – Academic Planner

This class offers access to PSPR and EVAL, including the ability to detail from PSPR to PGEC (customizations).

XDA.USER - Degree Audit – End User

This class offers access to PSPR, without the ability to detail from PSPR to PGEC (customizations).

This class is assigned to all Student End Users including those with Reporting/Inquiry Access (e.g. Department Heads).


Degree Audit Program List

Introduction

The Degree Audit component of Colleague was built for an identified group of NVIT programs.

Procedure

The list below includes programs that have the Degree Audit component implemented:

Program Code Program Description

ACED1 Aboriginal Community Economic Development Certificate

ACED2 Aboriginal Community Economic Development Diploma

ACHD1 Aboriginal Community and Health Development Certificate

ACHD2 Aboriginal Community and Health Development Diploma

ADST1 Business Administration Certificate

ADST2 Business Administration Diploma

AECE1 Aboriginal Early Childhood Education Certificate

AECE2 Aboriginal Early Childhood Education Diploma

AHSD2CE Aboriginal Human Services Diploma Program

BRTR1 Bridging to Trades Certificate

BSW Bachelor of Social Work

CRIM2 Criminology Associate Degree

EDCO2CE Education Coordinators Diploma

FNPA1 First Nations Public Administration Certificate

FNPA2 First Nations Public Administration Diploma

FNSLCE1 First Nations Speech Language Assistant Certificate

FNST2 First Nation Studies Associate Degree

GENARTS2 General Arts Associate Degree

HSRC1 Home Support Resident Care Attendant Certificate

INLG1 Indigenous Language Certificate

INLG2 Indigenous Language Diploma

INLGA2 Indigenous Language Advanced Diploma

LEPP1 Law Enforcement Preparation Certificate

NAID1 Native Adult Instructors Diploma

NRTC1 Natural Resource Technology Certificate

NRTC2 Natural Resource Technology Diploma

SOCW2 Social Work Associate Degree

UDHS1 Understanding Disabilities in Human Services Certificate


Associate Degrees – Course Types

Updated: October 13, 2009

Introduction

Associate Degrees are provincially authorized and the requirements are defined by the BC Council on Admissions and Transfer. Details are here: http://www.bctransferguide.ca/associate/requirements.cfm . Implementation of Degree Audit for Associate degrees requires interpretation and application of those requirements.

Procedure

Associate degrees require definition of courses as per the provincial requirements which for the Associate of Arts degree includes:

• courses being transferable to one of four main BC universities; • whether a course is accepted at a Year 1 or Year 2 level; • courses defined as ARTS if there is a Baccalaureate in that discipline with Humanities and Social

Science as subsets of the Arts; • courses are defined as SCI if there is a Baccalaureate in that discipline AND then are further

defined as to whether they are MATH or COMP (SCIMC), have a LAB (SCIL)

NVIT has decided to use COURSE.TYPES to capture these definitions and use them in Associate Degrees. Note that each course may have more than one course type. The Course Types are defined as:

Code Description

UT 100 University Transferable to at least one main BC University at the 100 level




ARTS Transferable as University Arts (Baccaulaureate available in that subject)

SCI Transferable as University Science (Baccaulaureate available in that subject)

SCIMC University Math, Computing or Statistics Science course.

SCIL University transfer Lab Science course.

SOSC University transferable Social Science course.

HUM University transferable Humanities course.

These course types will be set up and maintained on the COURSE.TYPES Validation Code Table. See example following:


The NVIT transfer course listing will be reviewed on an annual or as requested basis and course types will be updated on a chart. See example following:

Subj No Short Title UT 100

UT 200

UT 300

UT 400 ARTS SCI SCIMC SCIL SOSC HUM

ACED 100 Introduction to Com. Eco. Dev Y Y Y ACED 115 Intro to Accounting for CE Y Y Y Y ACED 120 Venture Development Y Y Y ACED 140 Introduction to Marketing Y Y Y Y ACED 150 Leadership & Problem Solving Y Y Y Y ACED 151 Leadership Development Y Y Y Y ACED 160 Community Analysis Y Y Y ACED 161 Negotiations and Contract Mgt Y Y Y

ACED 200 Planning in Aboriginal Commun. Y Y Y Y

ACED 205 Aboriginal Governance Dev. Y Y Y

Unassigned Transfer Courses

When NVIT transfers in unassigned credits, they are equated to a transfer course. Each of these transfer courses needs to have a course type assigned to it. Following are the course types assigned as of October 13, 2009:

Subject Course No Short Title

Cred Type

Bill Method Hrs

Contact Measure Course Types

Equate Codes

Grade Scheme

FINA 1STYR Fine Arts Unassigned First Yr C 45 100 level, HUM, ARTS NVIT2

PSYC 1STYR Psychology Unassigned First Yr C 45 100 level, SOSC, ARTS NVIT2

ANTH 1STYR Anthropology Unassigned 1st Yr C 45 100 level, SOSC, ARTS NVIT2

ENGL 1STYR English Unassigned 1st Yr C 45 100 level, HUM, ARTS NVIT2

GEOG 1STYR Geography Unassigned 1st Yr C 45 100 level, SOSC, ARTS NVIT2

SCIE 1STYR Science Unassigned 1st Yr C 45 100 level, SCIE NVIT2

MATH 1STYR Unassigned Math First Year C 45 100 level, SCICM NVIT2


ADMN 1STYR Admn Unassigned First Year C 45 100 level, SOSC, ARTS NVIT2

SOCI 1STYR Sociology Unassigned First Yr C 45 100 level, SOSC, ARTS NVIT2

ARTS 1STYR Arts Unassigned First Year C 45 100 level, ARTS NVIT2

Sections (SECT) Customization

As part of the Degree Audit implementation, the Funding Sources field was moved to the SECT screen. If a Colleague patch overrides this field, OA Solutions will have to resolve this. The values that were once captured in the Course Types field are now stored in the Funding Sources field.


Academic Evaluation Defaults – AEDF

Introduction

The Academic Evaluation Defaults form includes defaults that control the behaviour of the academic evaluation and the appearance of the evaluation report.

Procedure

For current settings, refer to the Screen Shot and details below. The settings below offer defaults for the person creating the requirements (middle section) and the person running the evaluations (lower section), and like most defaults, can be overridden when designing requirements and printing evaluations.

Following are the details for each field:

Field Setting

Store Evaluations No. Note: Currently investigating Yes

Extra Course Handling D - Display

Use Low Grades No

Wait Until Complete to Merge Yes

Include R - Registered/Preregistered

Cutoff Date Blank

Preferred Email Type INT

Report Format Single column report

Related Courses Policy Not Displayed (this can be changed when processing if appropriate)

Ignored Statuses D, W, X, C, PR, NC, HS


Web Acad Program Parameters – WAPP

Introduction

The Web Acad Program Parameters form includes parameters for the NVITConnect Program Evaluation process. The settings on this form control what students are able to view when using the Program Evaluation process.

Procedure

For current settings, refer to the Screenshot and Details below.

Field Setting Acad Programs An Academic Program must be listed here in order for it to display on

NVITConnect. Catalogs The Catalog years to display on NVITConnect must be included

here. Include Code This is set to R – Registered/Preregistered to include all completed

courses and all courses registered or preregistered. Cutoff Dt Leave blank. NOTE: Currently cannot remove the date. Format Single-column Report Related Courses Policy Not Displayed is the default setting. Always show extra courses Yes Ignored Statuses Courses with D, W, X, C, PR, NC, HS statuses are not used in the

DA process.


Acad Evaluation Sort Types Customization – AEST

Introduction

The Acad Evaluation Sort Types defines the order of how DA chooses courses in the student’s academic record to evaluate. This procedure explains the screen and the current settings.

Procedure

This screen shows what order DA uses to evaluate in the student’s academic record. This procedure explains the screen and the current settings.

Currently, the standard Datatel subroutine of ALL.STC is used. See screen shot below and table following:

The Datatel-supplied ALL.STC DEFAULT sort type sorts in the following way:

Category 1: In-house, graded courses

Category 2: In-house, ungraded courses which are nonetheless considered complete (they have no grade scheme, so they are not expected to ever get a grade)

Category 3: Equivalencies (transfer and non-course)

Category 4: In-progress courses

Category 5: Pre-registered courses

NOTE: August 2009 discussions underway to change this to best grade.


Degree Audit Evaluations from Colleague – EVAL, BEVL, PSPR

Introduction

Students can be evaluated on program completion using the Evaluate Student Program form (EVAL), Batch Academic Evaluation form (BEVL) or Proposed Student Program form (PSPR). This procedure provides details on each of these evaluations.

Procedure

The different evaluation tools are as follows:

EVAL/BEVL: Evaluates students on program completion for those programs that are active on the student record. Note: only available to Administrators and Academic Planners.

PSPR: Evaluates students on program completion for any program, allowing for a “what if” scenario.

NVITConnect

Program Evaluation: allows students to log on to NVITConnect and either evaluate against an active program on their record or evaluate against other NVIT programs.

Example of Evaluation Report from Colleague Using EVAL, BEVL or PSPR

Run either EVAL, BEVL or PSPR to generate an evaluation of student program completion. See below for an example of the report generated in all instances and examples of each process.


A. Evaluate Student Program - EVAL

Use the Evaluate Student Program form (EVAL) form to evaluate a program completion for a student’s active program.

The steps to run this are:

1. Access the EVAL screen;

2. Enter the Student at the Person Lookup;

3. A list of all possible Active Programs will be displayed.

NOTE that only programs the student has been enrolled in will display. If you would like to evaluate students against other programs, use PSPR.

Once the correct program is selected, save from this screen;

4. The fields on EVAL will populate from the defaults identified on the AEDF form. It is recommended that users do not modify these parameters. See example following:

5. Save from this screen and the Evaluation report will generate and can be viewed on screen.


B. Batch Evaluate Student Program - BEVL

Use the Batch Academic Evaluation (BEVL) process to produce academic evaluations in batch. An evaluation report is produced for each student program record selected.

NOTE: The BEVL process can also update the “Requirements Complete” field on the XGRD form; updating the GRADUATES record for that student. This should not be done unless processing for graduation. Graduation processes under review for 2010.

See example of the BEVL screen following:

Fields on this screen are as follows:

Fields Actions

Top Section The top portion of BEVL from the field Include to Ignored Statuses holds default values from the AEDF form. It is recommended that users do not modify these parameters.

Update Graduates File: This field should ALWAYS be set to No unless business processes include Graduation Processing. Note that running BEVL with Yes will update the “Requirements Complete” flag on XGRD

Saved List Name: Enter a Savedlist of Student Program IDs (STUDENT.PROGRAMS) to evaluated all students in that saved list.

Student/Program: Enter either or use Student ID/Name and Student’s Active Program.

Update to generate the program evaluations.


C. Proposed Student Program - PSPR

Use the Proposed Student Program form (PSPR) to evaluate program completion for a student in any program.

Access the PSPR screen and look up your student. This will bring the student‘s PSPR screen up and prompt you for a program. See example below:

You will be prompted for an Academic Program. Enter … to look up and select it from the resolution screen. See example below:


You will then be prompted for the Catalog Year (any year the student was enrolled or is considering graduating from). Note that program requirements are only set up for the period of 2006/07 to present. See example of Catalog Year resolution screen below:

Select the Catalog Year and the following screen will display:

To run the evaluation, Detail on Evaluate which will bring up the Default Settings screen. See example following:


It is recommended that users do not modify parameters on the EVAL form. Save from this screen and the Evaluation will be displayed.


Degree Audit Evaluations from WebAdvisor – NVITConnect

Introduction

Students can be evaluated on program completion using the Program Evaluation form on NVITConnect. Students can choose either their active program or select any NVIT program to evaluate a “what-if” scenario.

Procedure

Students run the Program Evaluation process on NVITConnect by logging on to NVITConnect and choosing the Program Evaluation feature under Academic Profile. See example following:

This will bring up the Program Evaluation screen. See example following:

This will then bring up the Catalog Year screen for the student to select. See example following:

EITHER choose an Active Program

OR

Select a different program.


The student then selects the calendar year and presses SUBMIT and this will then display the Program Evaluation. See example following:


Batch Academic Evaluation – XDAR

Introduction

This custom screen provides the ability to report remaining requirements by students in programs. This report is available to the Academic Planners, Registrar and Director of Integrated Systems. It will assist NVIT in making decisions about future offerings.

Procedure

Access the XDAR screen and select a Program (all programs are listed but must have their graduation requirements defined on REQU in order for remaining requirements to be listed) and program status* from the drop down boxes. See example of completed screen for EDCO2CE and a status of A for active:

*Program Status Choices are:

Status Description Comment

A Active This is the usual code used. P Potential Not used. W Withdrawn Use this to determine what requirements withdrawn

students might require. C Changed Mind Use this to determine what requirements withdrawn

students might require. G Graduated Use this status to double check whether graduates have

met defined program requirements. E Error Use this to determine what requirements withdrawn

students might require. X Ended with XUSP Use this to determine what requirements withdrawn

students might require. O Objective Achieved Use this to determine what requirements withdrawn

students might require.


Save from this screen and send the report to Hold. The report will display on your screen and can be dropped into a file for sorting and analysis.

Example Reports for Education Coordinators Diploma:

Student: 0001588 Janet Aileen Student Education Coordinators Diploma

Post-Secondary Education Coordinators' Program

Complete pending work:

FNPA-210 Band School Organization

Take course(s):

ENGL-110 English Composition

FNPA-250 Economics and Taxation

Student: 0007603 Jo Anne Student Education Coordinators Diploma

Post-Secondary Education Coordinators' Program

Raise your GPA - Current GPA =1.000

Take course(s):

ACED-100 Introduction to Community Economic Devel

ACED-180 Project Management

ACHD-123 Traditional Health and Wellness Practice

ACHD-126 Self, Health, and Wellness

ADMN-165 Intro. to Comp. Systems (form. Admn 155)

Example Report: Indigenous and Academic Studies:

Student: 0009888 Kimberly Student Indigenous/Academic Studies Diploma

Diploma of Academic Studies


INST-191 Okanagan Immersion

TAKE ENGL-110

Take course(s):

ENGL-110 English Composition

TAKE 27 CREDITS OF UT ARTS AT THE 100 OR 200 LEVEL



21 credits needed

TAKE 30 CREDITS OF UT ARTS AT THE 200 LEVEL



24 credits needed


Future Consideration

More work is required to produce a report which will list a student name and requirement on each line. For example in the above report for Jo Anne Student, it would read:

Jo Anne Student: ACED-100 Introduction to Community Economic Devel

Jo Anne Student: ACED-180 Project Management

Jo Anne Student: ACHD-123 Traditional Health and Wellness Practice

Jo Anne Student: ACHD-126 Self, Health, and Wellness

Jo Anne Student: ADMN-165 Intro. to Comp. Systems (form. Admn 155)

This would allow for more efficient sorting and analysis of the data. However, Degree Audit uses a variety of action codes as follows:

C Take these courses

CF Take x course(s)

CR Take x more credit(s)

CO Take x more course(s)

P Complete pending work

PL Complete planned work

SB Take x more subblock(s)

DPT Take x more department(s)

SUB Take x more subject(s)

CODPT Complete x crses per dept

CRDPT Complete x creds per dept

COSUB Complete x crses persubj

CRSUB Complete x creds per subj

GPA Raise your GPA

For each of these action codes, the DA module stores the results in different files and in different ways. In order create a single line by student report we need to go through each action code and determine how to output the remaining requirements for each action code. This will be a future consideration for 2010.


Academic Progress and Retention


Satisfactory Academic Progress

Updated: May 7, 2007

Introduction

Satisfactory Academic progress is governed by NVIT Policy. This procedure provides the details of that policy and how the Registrar’s Office will apply that policy to identify students on Academic Probation, to flag their files they are on probation and to generate communications (letters) to notify students they are on probation.

Policy

Following is the Board approved (date: xx-xx-xx) Academic Progress Policy:

1. Academic Probation

A student registered in two or more credit courses shall be placed on academic probation when their term grade point average* (GPA) falls below 2.00.

* note that GPA’s for students enrolled in College Readiness courses must be calculated manually as these courses do not have credit and therefore do not calculate a GPA.

One week following the grading deadline for the term, the following steps will be taken:

a) The Registrar will notify the Dean of all students who did not achieve the minimum GPA of 2.00;

b) The Dean will consult with Program Heads to determine if there are unique extenuating circumstances that excuse the student from the policy and will notify the Registrar of those students (if any);

c) The Dean will write to the student* indicating the Academic Probation, any required follow-up, and the consequences of not improving his/her academic standing.

*Referral to an Advisor will be included in the letter.

d) The Registrar will be notified, and a notation will be placed on the student record indicating the start of Academic Probation for the term just completed and the next subsequent term. For the next subsequent term:

i If the student’s term GPA does improve, they will be considered as returned to satisfactory academic standing and their student record will be updated to note this;

ii If the student’s term GPA does not improve to above 2.00 they will be continued on Academic Probation and be notified by the Dean that they are continuing on academic probation and have one final semester to improve their term GPA prior to being required to withdraw from that program.

2. Academic Dismissal

Students on Academic Probation who do not achieve a minimum 2.00 term GPA in their subsequent term will be required to withdraw from their program for a period of two calendar years.

One week following the grading deadline for the term, the following steps will be taken:

a) The Registrar will notify the Dean of all students who were placed on Academic Probation in the previous two terms and did not achieve the minimum GPA of 2.00.

b) The Dean will consult with Program Heads to determine if there are unique extenuating circumstances that excuse the student from the policy and will notify the Registrar of those students (if any);

c) The Dean will write to the student indicating they had previously been placed on probation and did not achieve the minimum GPA in their term following that probation and that they are required to withdraw and may not re-enroll for a period of two years.


d) The Registrar will be notified, and a notation will be placed on the student record indicating the Academic Dismissal.


Probation Reports


Introduction

This procedure provides the details for the Registrar to run reports showing students who have not met the Institute’s Satisfactory Academic Progress policy and the steps to have their files flagged and letters sent to them.

Procedure

1. Informer Report – Probation Report - 07/SP 2. Informer Report - Probation Report - 07/SP CPDE 3. Review Previous Probations – PERCS and Note Codes 4. PERC’s – assign Restrictions individually or in groups (ACDR) 5. STNT - Assign Note Codes 6. Assign Communication Codes 7. Generate Letters

Informer Report – Probation Report – 07/SP

This report will be run at the conclusion of the grading for each term to identify all students:

• whose GPA was lower than 2.00; and

• were enrolled in more than 3.00 credits; and

• were not enrolled in College Readiness.

The Informer report includes the following data elements:

• Student Name, ID and address;

• Student Program and courses enrolled including grades in each course;

• Any Academic Probation (ACPR) restrictions currently (or previously) attached to the student.

This data will then be reviewed with the Dean who may consult with Department Heads to ascertain any extenuating circumstances. The Dean will then advise the Registrar which students are placed on or continued on Probation and which students are required to withdraw from their program.

Informer Report – Probation Report – 07/SP CPDE

This report will be run at the conclusion of the grading for each term to identify all students enrolled in College Readiness and to report on their grades.

Note that this program does not include credits so GPA data is not available to assist with Probation Reporting. However this report will allow the Registrar to view grade data and identify students who may be considered for Academic Probation.

The Informer report includes the following data elements:

• Student Name, ID and address;

• Student Program and courses enrolled including grades in each course;

• Any Academic Probation (ACPR) restrictions currently (or previously) attached to the student.

This data will then be reviewed with the Dean who may consult with Department Heads to ascertain any extenuating circumstances. The Dean will then advise the Registrar which students are placed on or continued on Probation and which students are required to withdraw from their program.


Once it has been determined that a student is on or is continuing on Academic Probation, restrictions need to be added to the student’s PERC screen and a notation needs to be entered to their transcript using the STNT screen. See steps following:

1. Academic Probation PERC’s

Academic Probation PERC’s are as follows:

PERC Description Office Code* Severity**

ACPR1 Academic Probation 1 REG 1



ACPRD Academic Probation – Dismissal REG 5

*only staff members with this office code can add or change this PERC.

** a total severity of 5 will restrict a student from accessing services.

PERC’s can be attached to the student’s Colleague file using PERC (see screen print following): +------------------------------------------------------------------------------+ | 06/07/21 16:08 PERSON RESTRICTIONS PERC | | Carson, Ms. Cathy ID: 0005907 SIN: 714- | | Merritt BC V1K 1B8 Home: 250-378-0017 | |==============================================================================| | 1 * Restrictions Severity Start Dt End Dt Office Comm | | 1: ACPR1 Academic Probation 1 1 06/01/02 REG | | 2: | | 4: | |aa Controller Restrictions aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaa Adding Value 2 aaaa|

Note that PERC’s can be assigned in a group process using ACDR.

2. Note Codes - STNT

Note codes are attached to the student’s Colleague file and display on the transcript to show that that student was placed on probation. Note Codes are maintained on a VAL code table. Current Note Codes are:

Code Description Comment

ASPB1 Placed on Academic Probation

ASPB2 Cont. on Academic Probation

ASPB3 Final Academic Probation

ASPBD Placed on Academic Probation DO NOT USE

ASRGS Returned to Good Standing

ASRTW Required to Withdraw

To add a new Note Code to a student’s file, access the STNT screen and select the correct term and add the code. See example following:

+------------------------------------------------------------------------------+ | 05/12/23 13:46 STUDENT TERM NOTES STNT | | Student, Ms. Barbara J. ID: 0001735 *** See PERC *** SIN: 723- | | Merritt BC V1K 1B8 | | Term: 04/FA Fall 2004 Start Date: 04/09/08 | |==============================================================================| | 1 Student Notes Type Date Added By | | 1: ASPB1 Placed on Academic Probation T Transcrip 04/01/13 DESNOYEC | | 2: | +------------------------------------------------------------------------------+

Note: the start date needs to be the first date of the term

for which probation is assessed and the end date

must be blank.


| Grading Term Notes | | 2 * Course Sections Midterm/Final Notes Date Added By | | 1: BUSM-207-01 | | | | 2: BUSM-210-01 | | | |aa Controller Student Notes aaaaaaaaaaaaaaaaaaaaaaaaaaaaaa Adding Value 2 aaaa|

3. Communication Codes

Under Development – Create Communication Codes to be added to student’s records in order to generate probation letters.


Graduation Evaluation


Graduation Application and Communication Overview

Introduction

Effective for the 2009 Graduation cycle, NVIT students can apply online for graduation. Data will be collected on their intention to attend graduation ceremonies, gown sizes, guests, release of information . As well, this process will include communications management in order to communicate with the graduate. This procedure provides an

Procedure

This procedure provides an overview of the process.


Graduation Application – NVITConnect Set-up

Introduction

This procedure provides the details of the required set-up for NVITConnect for Web Graduation Processing.

Procedure

There are several set-up steps that must be completed at the beginning of each graduation cycle:

1. Update the Apply for Graduates WA Form

Anticipated Grad Term: Add upcoming terms on the ST Val Code table WEB.GRAD.TERMS

Graduation Site: Update using the CORE Val Code table COMMENCEMENT.SITES

Graduation Date: Update the graduation date using the CORE Val code table C99.GRAD.DATE

2. Graduation Application Fee

This fee is currently set at $5.00 with an AR code of GRAP set on ARFD to charge the $5.00:

Review this as the term is not coming through on payments.

3. Update Text on WA (NVITConnect) Screens

Use WFPM to insert text on the Apply for Grad WA forms: Processes include: WBSTS015 (1st screen where student marks program; WBSTS015A (2nd screen where student updates address etc); WBSTS015A1 (3rd screen where student answers custom NVIT graduation fields).

4. XPGD – Purge Cofile – Run at End of Process Only

Be sure to obtain a list of graduates who may have applied for subsequent years.

Run this utility to purge the C99.GRADUATES file. This is a simple screen where you Insert a Y (Yes) and Update. This file includes fields found in the GRADUATES and CREDENTIALS files and also includes NVIT custom fields.


Graduation Application - NVITConnect

Introduction

Students who have completed program requirements need to apply for graduation in order to have their graduation status recorded in their student record. This graduation status is then listed on NVIT transcripts and acts as an official record of the graduation. Students can apply on NVITConnect.

Procedure

This procedure provides the steps for students to use NVITConnect to apply for graduation.

1. Students need to access NVITConnect (from the www.nvit.ca website) and choose the Apply for Graduation menu;

2. The Application for Graduation screen will then display with all active programs.

3. Students will then select the program they want to graduate from and they will be brought to the Confirm Contact Information screen;

4. Students will then be brought to the Confirm Ceremony Details screen where they can confirm their completion semester and details around their attendance at the ceremony;

5. Students will then be at the Make a Payment screen where they can pay by Visa or Mastercard or choose to pay in person.


Graduation Processing - XGRD/GDAU/UACF


Introduction

Students who have completed program requirements need to apply for graduation in order to have their graduation status recorded in their student record. This graduation status is then listed on NVIT transcripts and acts as an official record of the graduation.

Procedure

In order for a student to be graduated they need to apply for graduation. Graduation application is available on NVITConnect or students may elect to complete the Request for Graduation form.

1. View or Create Graduates Record To begin graduation processing, access the custom Student Graduation Data (XGRD) screen. At the lookup enter the student’s name or number. If the student does not* have a Graduates record, you will be prompted to add one with the following question:

*Note that students who have applied online will have a graduates record.

Reply Y to create a graduates record and a list of active* programs which permit graduation* will show. See example following:

*If the student does not have an active program which permits graduation, the following message will appear: In this case, an active program will need to be opened (with dates corresponding to enrollment in the program of graduation) using the Student Academic Program (SACP) screen.


2. XGRD Screen Select the program from the list of programs which will bring up the XGRD screen. Following is an example XGRD screen for a student enrolled in the Administrative Studies Program Year 1 with graduation details:

Following are the details for each field that needs to be updated on this screen:

Field Descrption

Eligible for Commencement: Once evaluated as eligible for graduation Enter Y.

Requirements Complete: Once evaluated as eligible for graduation Enter Y.

Diploma Name This is the name as the student wants printed on their credential.

Address This is the address that the student wants their graduation correspondence sent to. May be different than NAE.

Commencement Date: Enter the NVIT Graduation Ceremony date that the student qualifies for. Note: If the student has applied for Graduation on NVITConnect, the commencement date as defined on RYAT/ACTM will populate here. This date is tied to the term in which the student applies for graduation – e.g. if they apply in September of 2009 and the graduation date for the 09/FA term is May 2010, this is the date that will populate on XGRD.

End Program on Commencement:

Enter N as the program will be ended with graduation processing under the UACF process later on in this procedure.

Completion Date: Enter the last date the student was in attendance for the program (e.g. last day of semester) in YY-MM-DD format. This is the date which will be printed on the credential.

Degree Date OR CCD Date Use Degree for Associate and Bachelors. Use CCD for Certificate or Diploma. Enter the MM/YY the program was completed.

Ceremony Details Fields for Ceremony Attendance, number of guests, gown size need to be


entered or reviewed.

Completion Date: Enter the last date the student was in attendance for the program (e.g. last day of semester) in YY-MM-DD format. This is the date which will be printed on the credential.

Permanent Address If the student has indicated this is their permanent address, ensure it is entered on NAE.

Additional Information Detail here to the Additional Information screen. See following screen example.

3. Additional Graduation Information Screen The following screen needs to be reviewed and completed:

Either enter the next student’s information or finish out to a Colleague menu.

4. Add the Communication Code - CRI Add the 09GRAD communication code to CRI and select “Complete”. This will trigger the assignment of the 09GRADD letter to the record.

Refer to next section of this manual for the Communications Management Processing.

Add the code in the next

available line and choose

Complete. The Stat Date will

default.


5. IPC Individual Pending Correspondence To view the automatic assignment of the 2009 Graduates letter, go to the IPC screen and look up the student record.

5. Move Students to Credentials File Move Students to Credentials File

For all students moved into the graduates file (using XGRD) it is necessary to move students from the Graduates file to the Academic Credentials File. In order to do this the Graduation Audit (GDAU) report must be run which can be accessed from any Colleague menu:

Finish out of the screen and send the report to compile. Following is an example of that report: Octiber 17, 2005 GRADUATION AUDIT REPORT Page 1 14:05 Academic Program: NRTC1

-Enter a commencement date range, (optional) -Enter academic programs to include.


Diploma Name Acad Standing Sys ID, SSN Acad Program Deg/CCD Date Standing Type Address Class--Rank Commencement Dt CUM GPA Elig for Cmc Date--Term Phone Advisors Grad. Honors Completion Dt Cmpl Cred Reqmts Cmpl Ovr. Reason ----------- ------------------- --------------- ---------- ------------ ---------------- Graduate Student NRTC1 05-04-27 5.40 Y 0009610, 714-497-294 -- 06-05-13 60.00 Y Box 1999 05-04-27 Merritt, BC

Update Academic Credentials File

The final step in Student Graduation Processing is to update the student’s credentials and place the credential on their student record. Access the Update Academic Credentials file (UACF) screen from any Colleague menu. See the following screen:

Finish out of the screen and send the report to compile.

You can view credential information on the Institution Attended Summary (IASU) screen:

Home Institution Attended (HOME) Screen:

Detail (F2) to the HOME screen to see credential information.


Detailed Credential Information can be viewed on the Academic Credentials (AACR) screen:

Confirmation of credential record:

In order to ensure the credential is correctly recorded on the student’s transcript, it is recommended that a transcript be prepared and viewed on screen.

Enrollment Services Record Keeping

Once all graduation steps have been followed the Application for Graduation Form needs to be updated (in the “Office Use Only” section) with the following details:

Date Assessed: _______________ Assessed By: ____________________________

Completion Date: _______________ CCD Code: ____________________________

Entered By: _______________ Date Sent: ____________________________

*Note that all sections of this form (other than “Entered By”), will have been filled out when the student’s evaluation was completed.

Date of the Graduation Ceremony the student is eligible to attend.


Deleting Credentials

In the event a credential has been entered to a student’s record in error, follow these steps to remove it from their record:

1. Access the IASU page and detail (F2) to the Home Institution Attended (HOME) for the entry; 2. Place your cursor on the Academic Credential field for the correct credential and press

delete (F4) to delete the credential (see example following):


Graduation Processing – Communications Management PCB

Introduction

The process correspondence batch (PCB) process enables staff to produce outgoing correspondence and/or merge files. You will run the PCB several times: T to test, P to process, H to update history on individual files, and X to delete the batch.

Procedure

Access the Process Correspondence Batch (PCB) screen from any Colleague Menu and you will be prompted for a batch name. Create a new one (recommended to use your initials). See example following:

The PCB screen will then appear as follows:

Enter the following information

Field Name Use/Comments

Batch Name This is your unique name for your batch process. It is recommended that you use the same beginning letters for each batch process.

Start Date Leave Blank

Select End Date End Today’s date to capture all assignment up until today.

Procedure Name Leave blank (not implemented).

Document Type Enter the name of the document (e.g. 08GRADD) that is to be updated. A lookup can be used to see valid codes and select multiple documents.


Field Name Use/Comments

Select Currently not used.

Sort Currently not used.

Action Enter T for Test to do a trial run and press enter. Then, Finish Out of the next screen. The report will batch as a test and will advise how many tracks were updated. If the test run is accurate, run PCB again using P for Process.

Processing (P) the Batch:

Finish out to the prompt where you are asked to save the file to your PC.

See example following:


This will save the letter on your PC and can be used to merge the data with your template.

Processing (H) History for the Batch:

Return to PCB and bring up the batch using @ in the lookup. View the errors field. If there are no errors, run the process again, this time with H in the Action field to update HISTORY on the individual records.

Note: If there are errors, you can clean up the errors by following the process in the Errors section. Once you have cleaned up the error records, begin again by Processing (P) the documents and continue with this section on Processing (H) History for the batch.

Identify Errors

If there are errors in your batch on PCB, a number will appear in the error field. See example following:


CBR – Correspondence Batch Report

To view errors, run CBR for two reports that offer details regarding the errors in your batch. When you close the first report, the second will open. The second report has details regarding the record that has the error. Usually errors are related to addresses. You can run CBR wide open (without any fields populated), or with your batch name in the batch name field.

If there are errors, the number of errors, will appear in the Error field.


After cleaning up the errors, start again by processing (P) the batch, run history (H) for the batch, and then delete the batch (X).

The “No Mailing Address Identified” error reason is very common. To resolve this error, go to NAE for the record ID and correct the address.


View Communications History - IHS

Introduction

All communications sent to a student are stored in an individual history screen (the “Documents Sent” field is only updated when History is run on PCB). This procedure provides the details to view communications sent to an individual.

Procedure

In order to view the communications that have been sent to an individual, access the Individual History (IHS) screen from any Colleague menu. The screen looks like this:

Notice the 08GRADD Letter under Documents Sent and the 08GRAD communication code under Communication Codes.


Graduate Reports - Informer


Introduction

In order to provide the data on graduates for the Congratulations Graduate letter (from the Registrar), the NVIT Graduation Program and the Graduate Procession order, data needs to be extracted from Colleague* using the Informer reporting tool. This procedure provides the details to extract the data.

* it is important to use the Colleague database for this activity. This will ensure data is accurate and consistent.

Procedure

Access Informer and in the Student\Graduation folder, access and launch the Graduate Listing 2007 report which looks like this:

This report will return data as entered to Colleague for all graduates who have a “commencement date” higher than the previous year’s Graduation Ceremony.

Data* in this report can be extracted to Excel and merged to letters, programs and credentials.

* note that the name in the Diploma Name column is the name to be printed on the credential and on the program..

See example of report following:


Graduate Media Releases


Introduction

Following the annual graduation ceremony, media releases are issued which notify hometown newspapers of the local graduates. This procedure provides the details to extract that data from Colleague using Informer and to produce the mail merge document for fax release.

Procedure

Access Informer and in the Student\Graduation folder, access and launch the Graduate Media Release Listing 2007 report* which includes Band information.

* under development.

Output the list to an excel report and staff will match local newspapers and fax numbers to each graduate and then the data can be merged to the media release and faxed to the newspapers.

See example of merge document for Media Release:

Media Release

TO: <newspaper>, <fax number>

Nicola Valley Institute of Technology (NVIT)

Announces:

2007 Graduates From Your Area

Merritt, BC – May 14, 2007

NVIT is proud to announce that the following students from <hometown> are members of NVIT’s 2006 graduating class:

<name>, <hometown>, <credential name>

Please join NVIT in acknowledging and congratulating these students!

NVIT is designated a Provincial Institute under the British Columbia College and Institute Act. The commitment and vision of NVIT’s Aboriginal Board and founding Nicola Valley bands guide the Institute. This vision encompasses and honours First Nations traditional culture and values, and recognizes the need to balance these within the educational goals of NVIT’s curriculum. NVIT believes in a holistic approach to education whereby the students’ knowledge base is enhanced by those values unique to First Nations culture. NVIT provides credit programs at its award winning campus in Merritt, BC, in communities, and online.

More information:

Robert Ryan Kylie Cavaliere: Communications & Events Officer Director of Enrollment Services/Registrar [email protected] [email protected] 1-877-682-3300 1-877-682-3300


BC Adult Graduation Diploma

Introduction

This is a provincial credential which may include courses from the BC post-secondary system (courses must be articulated with the provincial ABE articulation group) and from secondary schools in the province.

Note: Credential stock is provided by the Ministry of Education and is pre-printed with the current Minister of Education and Minister of Advanced Education (credentials are also signed by the NVIT President). As such, this stock must be re-ordered when Ministers change or when there is an election. The current contact is: [email protected] .

Procedure

The Ministry requirements for the Provincial BC Adult Graduation Diploma are:

A Language Arts 12* Course 4 credit course

AND

or a Provincial Level English or higher course

A Mathematics 11 or 12* course 4 credit course or an advanced or provincial Level or higher Mathematics course

AND EITHEROption 1

Three Grade 12 Ministry-authorized courses (4 credits each)

12 credits or three additional courses at the provincial level or higher

OROption 2

Social Studies 11 (4 credits) or First Nations Studies 12 and two Grade 12 Ministry-authorized courses (4 credits each)

12 credits

or advanced Social

Sciences and two provincial level courses or higher

Total: 20 credits Total: 5 courses

To be eligible for the Adult Graduation Diploma, a person must be 19 years or older. (A student who is eighteen and has been out of school for at least a year may be admitted to an Adult Program with approval from the enrolling institution). If a student meets graduation requirements before turning 19 years of age, the school is required to confirm that the school administrator gave the student permission


to start the Adult Program early. Please fax a memo confirming permission to the Ministry at (250) 356-9460

Locally-Developed courses (including Career Preparation courses) do not count toward the minimum 5 courses required in the Adult Graduation Program. The one exception to this is CPWE 12 (see following bullet).

A student may use CPWE12 for credit on the Adult Graduation Program. Please note that only CPWE 12 can be used and counted for credit (e.g., CPWE 12A, 12B, or 12C are not permitted).

With the exception of CPWE 12, "CP" or "LD" courses do not be count toward graduation credits on the Adult Graduation Program, but appear on the student's transcript.

Three courses must be completed through enrolment in a course or through Prior Learning Assessment after enrolling in an Adult Graduation Program. Prior Learning Assessment (PLA) is a process that enables people to gain recognition and credit for what they already know and can do. Methods of assessing PLA include: portfolio of evidence, projects and assignments, program evaluations, demonstration, oral questioning, and course exam challenge. Provincial exams are optional for students on the Adult Graduation Program. If a student chooses not to write a provincial exam, report the course with a "Q" code. It should be noted that some post-secondary institutions may not accept examinable courses for admission purposes unless the Grade 12 provincial exam has been written.


BC Secondary School Graduation/Grading Requirements

Introduction

This procedure provides details of the BC Secondary School graduation and grading requirements. This will assist RO staff in assessing transcripts and developing education plans for students.

Procedure

2004 Graduation Program

Achievement Indicators A (86-100%) Excellent Performance B (73-85%) Very Good Performance C+ (67-72%) Good Performance C (60-66%) Satisfactory Performance C- (50-59%) Minimally Acceptable Performance SG Although completion of normal requirements is not possible, a sufficient level of performance

has been attained to warrant, consistent with the best interests of the student, the granting of standing for the course or subject and grade.

TS May be granted by the principal, vice principal or director of instruction in charge of a school on the basis of an examination of records from an institution other than a school a defined in the School Act.

2004 Graduation Requirements

Minimum 80 Credits over Grades 10 - 12, including successful completion of the courses listed below. All Ministry-authorize, Board/Authority-authorized or post-secondary courses count toward graduation.

1. 48 credits are Required Courses (minimum of 16 credits at the Grade 12 level, including Language Arts 12). The Required courses below are designated by a code number (e.g., 1-13) in the required column. 1 = Language Arts 10 (4 credits) 2 = Language Arts 11 (4 credits) 3 = Language Arts 12 (4 credits) 4 = Social Studies 10 (4 credits) 5 = Social Studies 11, Civic Studies 11 or BC First Nations Studies 12 (4 credits) 6 = Math 10 (4 credits) 7 = Math 11 or 12 (4 credits) 8 = Science 10 (4 credits) 9 = Science 11 or 12 (4 credits) 10 = Planning 10 (4 credits) 11 = Physical Education 10 (4 credits) 12 = Fine Arts and/or Applied Skills 10, 11 or 12 (4 credits) 13 = Graduation Portfolio Assessment (4 credits)

2. 28 credits for elective Courses

All Grade 10 and 11 courses are reported as Final % only, even for courses that have a required exam associated with them. Students are required to write a Grade 12 exam in a Language Arts 12. Students who choose to not write other Grade 12 exams will receive the same % for their Final % and School %.

Abbreviations AEG Aegrotat standing for a provincial exam granted by the Provincial Board of Examiners because

of illness or special circumstance. AP Advanced Placement Course


BAA Board/Authority-Authorized Course LD Locally Developed Course (non-credit course) IB International Baccalaureate Course IDS Independent Directed Studies

1995 Graduation Program

A (86-100%) Excellent Performance B (73-85%) Very Good Performance C+ (67-72%) Good Performance C (60-66%) Satisfactory Performance C- (50-59%) Minimally Acceptable Performance SG Although completion of normal requirements is not possible, a sufficient level of performance

has been attained to warrant, consistent with the best interests of the student, the granting of standing for the course or subject and grade.

TS May be granted by the principal, vice principal or director of instruction in charge of a school on the basis of an examination of records from an institution other than a school a defined in the School Act.


of illness or special circumstance. AP Advanced Placement Course BAA Board/Authority-Authorized Course LD Locally Developed Course (non-credit course) IB International Baccalaureate Course IDS Independent Directed Studies

1995 Graduation Requirements

Minimum 52 Credits over Grades 11 - 12, plus completion of the courses listed below:

1. 28 credits of Foundation Studies. The Required Foundation Studies courses below are designated by a code number (e.g., 1-10) in the Req. column.

1 = Language Arts 11 (4 credits)* 2 = Language Arts 12 (4 credits) * 3 = Social Studies 11 or BC First Nations Studies 12 (4 credits) 4 = Math 11 or 12 (4 credits)* 5 = Science 11 or 12 (4 credits)* 6 = Career and Personal Planning 11 (2 credits) 7 = Career and Personal Planning 12 (2 credits) 8 = Fine Arts 11 (2 credits)* 9 = Applied Skills 11 (2 credits)* 10 = Both Fine Arts 11 and Applied Skills 11 (4 credits)

* one from a number of course options.

2 24 credits of Selected Studies (a minimum of 10 of these 24 credits must come from Grade 12 level provincially authorized external credentials, CP or BAA courses).

Adult and 1986 Graduation Program

Achievement Indicators A (86-100%) Excellent Performance B (73-85%) Very Good Performance


C+ (67-72%) Good Performance C (60-66%) Satisfactory Performance C- (50-59%) Minimally Acceptable Performance P (50-59%) Pass (only used before September 1994) SG Standing granted where completion of normal requirements was not possible but credit was

granted on the basis of adjudication by the school for non-examinable courses. TS Transfer standing granted for a course taken under another jurisdiction.


of illness or domestic affliction. AP Advanced Placement Course CP Career Preparation Course CS Correspondence Study Course IB International Baccalaureate Course LD Locally Developed Course NOTE: Percentages are not reported for Non-Provincially Examinable courses completed before

September 1994 NOTE: Courses completed after August 31, 2001 cannot be used to fulfill the Grade 12 Course-Based

graduation requirements. NOTE: LD and CP courses do not meet Adult Graduation Program requirements.


Informer Reports


Informer Report – Enrolled Students 06/Fall

Introduction

This report allows the user to produce a report of all students enrolled in a specific term. The report draws data from the STUDENT.ACAD.CRED file and includes address information in separate fields (using virtual fields to isolate the fields) as well as their “best program” (a Colleague subroutine calculation in the event they have more than one program). The report is useful for obtaining mailing addresses for all students and determining where the students reside.

Note: development needs to be done to also report on the original city/province (first ever) for the person. This will be useful in reporting on the origins of students.

Procedure

Access Informer and access the Enrolled Student 06/Fall report under the Students menu. The details of this report are as follows:

Details: Enrolled Students 06/Fall

Description Enrolled Students 06/Fall

Data Type ST - Student Acad Cred

Select Criteria Select ST - Student Acad Cred WITH (Term EQ "06/FA" ) AND WITH (Section Location EQ ""MER"" " "WEB"" )

Personal / Public Public

Allowed Roles Administrator, INTERNAL - Analysts, ST - Enduser, Super User

Fields Term, ID, Student, Address, City, Province, PC, Program, Section Location Customize Column Headings

Groups none

Sorts none

Fields to total none

Schedule Schedule this report

Categories Home > ST - Student

Add category

Comment Enrolled students with program, address and section location.

PDF Format default

Created OAS Admin FULL on Tuesday, August 22, 2006 08:41 AM

Modified Cathy Carson on Wednesday, August 23, 2006 01:23 PM

Launching (running) the report will show all students enrolled in each section for the term. The report can be exported to Excel and filtered for unique records (using student ID). That will result in an excel report similar to this:


Enrolled Students 06/Fall

Term ID Student Address City Province PC Program Section Location

06/FA 4278 Weimer, Therese Linda

2637 Coldwater Ave Merritt BC

V1K 1B8 AHSD2CE MER

06/FA 1467 Cisco, Simon William Box 1899 Merritt BC

V1K 1B8 NRTC1 MER

06/FA 6512 Phillips, Debbie Rose Box 2555 Merritt BC

V1K 1B8 ADST1 MER

06/FA 6512 Phillips, Debbie Rose Box 2555 Merritt BC

V1K 1B8 ADST1 WEB

06/FA 3394 Harris, Darlene Esther

105-1799 Menzies St. Merritt BC

V1K 1A7 SOCW MER

06/FA 4927 Peterson, Kim Box 2555 Merritt BC V1K 1B8 NRTC1 MER

06/FA 3640 Prince, Jonathan Jacob Box 2184 Merritt BC

V1K 1B8 NRTC2 MER


Ministry Reports


PEN Submissions

Introduction

The Personal Education Number (PEN) is a nine digit number assigned to each student as they enter the British Columbia education system. This identification number follows the student through their K-12 and post secondary education. This number is used for multiple purposes including; the distribution of funding to schools, transition analysis between schools, districts and post secondary education, exams and student reporting. At NVIT PEN data is entered to Colleague at the time of application and must be verified by the Ministry and then corrected in Colleague if necessary. This procedure provides the details on those steps.

Procedure

There are several key steps in the PEN process:

1. Create Saved List of Applicants

Each month (mid-month) the Director, Integrated Systems & Institutional Reports prepares a PEN Request Extract using the Colleague customized Create PEN Request Extract (XPEX) report. The first step in this process is to create a Saved List of applicants that do not have the current applicant status of APENT (this is for Prospects).

Access the SLCR screen and run the following Select Statement:

2. Run the XPEX Process

The XPEX process creates the extract from Colleague system of students and applicants. See example of screen following:


The following fields are entered:

Field Description

Start Date Enter a date two weeks before the date of the last PEN extract for your start date.

End Date Enter the end date of yesterday.

Include Set to A for ALL.

Institution ID Code NVIT’s institution ID code is 102000913.

Credit Types Leave blank to include all possible credit types.

Student Academic Credit Statuses

These are set to N, A, W.

Academic Levels Leave blank to include all possible academic levels.

Additional Selection Criteria Usually set to No.

Include Applicants Effective 2006 Fall this is set to Yes to include applicants in the PEN submission.

Applicant Saved List Enter the name of the saved list created in 1 above.

Applicant Terms Enter the terms for which you wish to include applicants.

Once the fields are entered, Finish Out and the report will update.

3. Upload File to your PC

Access your XFER directory in order to upload the data to your PC. The XFER screen will look like this:


This will bring the file up on your screen and you can save it on your desktop (be sure to keep the .pen extension – e.g. 10200013.PEN).

4. Upload File to PEN Website

The Ministry PEN website is located at http://www.bced.gov.bc.ca/pen/ . Log in using your institution ID (NVIT’s institution number is 10200013) and the current password. See screen image following:

Secure PEN Web Access Principal & District Logon

Principal or District ID:

Password:

Logon

Once logged on to the Ministry website, the following menu options will be available:

3. Update contact Information 4. Submit PEN Requests 5. Upload PEN Requests 6. Download Files 7. Change Password 8. Change Reminder


9. Logoff

Choose Upload Pen Requests. Then choose Browse to locate your PEN file (usually found in C:\programfiles\QVTNET514\Transfer) and click on Submit.

This will upload your data to the Ministry. You will receive a confirmation number. See example following:

Quick Menu

• The file upload was successful, your submission number is 00960914.

5. Notification that Data is Available

The PEN coordinator will notify NVIT when the data is available. See example email following:

-----Original Message----- From: [email protected] [mailto:[email protected]] Sent: Monday, February 27, 2006 10:28 AM To: [email protected] Subject: PEN request results ready for retrieval. Your PEN WEB request, submission #00765903, has been processed and is available by going to www.bced.gov.bc.ca/pen/ and logging into the PEN Web system.

Log in to the Ministry PEN website at http://www.bced.gov.bc.ca/pen/ . Log in using your institution ID (NVIT’s institution number is 10200013) and the current password. See screen image following:

Secure PEN Web Access Principal & District Logon

Principal or District ID:

Password:

Logon

Once logged on to the Ministry website, the following menu options will be available:

10. Update contact Information 11. Submit PEN Requests 12. Upload PEN Requests 13. Download Files 14. Change Password 15. Change Reminder 16. Logoff

Choose Download Files. The website will then show you the files available. See example following:

PEN files available for download: Only files generated in the last 5 days will be displayed.

File Name Submission File Type Creation Date

10200013.IDS 00765903 IDS 2006/02/27 10:28 AM


10200013.PDF 00765903 PDF 2006/02/27 10:28 AM

PDF File: This report summarizes the PEN activity of all the students submitted in your latest PEN request. Please review this report and update your Student Administration System and files before your next submission.

IDS File: This file is intended to be uploaded into your student administration system. Please save this file to a floppy disk and run the import PEN request file from your student administration system.

6. Data Clean-up

Click on the link for the pdf file and print and view that file. The file will include several categories:

PENDING Refers to students whose PEN information cannot be verified or updated due to missing or invalid information in their Colleague file. This data needs to be corrected in Colleague. It will be verified in the next PEN submission.

NEW PEN These students did not have a PEN and did not appear in any official Ministry records and will be assigned a new PEN. No further action required.

EXACT MATCH These students have matched exactly with an official Ministry record and a PEN has been assigned. No further action required.

DIFFERENCES These students have indicated a PEN but their Colleague data is different than what is in the official Ministry record. Review the student’s record and either update it to match the Ministry data OR FAX the PEN Coordinator with legal proof (e.g. other official ministry transcripts, birth certificates, name changes etc.) of the correction.

CONFIRMED The PEN number stored in Colleague matches with the Ministry data (which has been confirmed with legal documentation). Review the student’s record and either update it to match the Ministry data OR FAX the PEN Coordinator with legal proof (e.g. other official ministry transcripts, birth certificates, name changes etc.) of the correction.

7. Upload to Colleague

To upload the data to Colleague, right click on the .ids file and choose “save as” to save the file to your PC (make note of where you save it).

Then, access XPUP to upload the data to Colleague.

Note that this process will load the PEN update file from your PC and update the verified PEN numbers in the Alt. IDs and Alt. ID Types fields in the Colleague Person file.

Follow these steps:

a) Enter XPUP at any Colleague menu.

b) Enter F for Full Logging (recommended) or E for Exceptions.


c) You may receive a Wintegrate error message. If so, choose I for ignore.

d) Press return and choose H to upload the PEN’s to Colleague and to save the file to the Hold directory. See example following:

e) When the file is finished uploading you will get this message:


f) Click Finish.

g) The report will display on your screen and can be printed or can be viewed in the Hold Directory. See example following:

0005803 106201379 WILLIAMS Previously Verified PEN:106201379 is unchanged. 0003528 119444628 WILSON Previously Verified PEN:119444628 is unchanged. 0006296 120515317 WILSON Previously Verified PEN:120515317 is unchanged. 0006299 660703885 WILSON Previously Verified PEN:660703885 is unchanged. WARNING 0006299 660703885 WILSON Surname from Update file does not match Colleague Surname: 124394818 WILSON Previously Verified PEN: 124394818 is unchanged.

All follow-ups from Step 6 on previous page should be completed before the next submission.


Central Data Warehouse – CDW

Introduction

The CDW is a data warehouse that houses all student level data relating to student demographics, programs, credentials, courses (including course registration, section, student achievement, delivery mode and funding source), session registration and campuses. The data is submitted by 22 contributing public post-secondary institutions, and is updated twice per year. With permission, all member institutions can gain access to the CDW. E.A.T. functions the same within the CDW as it does within an institution’ s own database.

Procedure

The CDW data is organized into tables of enrollment data submitted by the Post-Secondary institutions. The tables are:

Regular Tables Common Tables

Student Course Registration (SCR) Student Course Fee Type (SCFT)

Student Course Achievement (SCA) Delivery Mode (DMOD)

Course Section (CSEC) Funding Source (FUNS)

Course (CRS) Transferring Institution (TINS)

Campus (CAM) Fee Source (FEES)

Course Section Delivery Mode (CSDM) CIP (CIP)

Course Section Funding Source (CSFS) Citizenship (CITZ)

Student Session Registration (SSR) Credential Type (CTYPE)

Session (SES) Discipline (DIS)

Student (STU) Program Entrance Requirement (PER)

Student Credential (SC) Institution (INS)

High School (HS)

School District (SD)


FTE Reporting

Introduction

Student Full-Time Equivalents represent all full-time and part-time enrollments, converted to represent the number of students carrying a full-time course load. One student whose course load is equal to the normal full-time course load required in a regular year for normal progression in a credentialed program would generate 1.0 Student FTE. Therefore, one full-time student should equal 1.0 FTE per year. The enrollments of part-time students are converted as an equivalent percentage of a full-time course load.

A student FTE represents the instructional activity (course registrations) that would be taken by one student completing all the requirements of a full-time program in a period that extends over one normal academic year.

Procedure


College & Institute Student Outcomes (CISO) – Annual Requirements

Introduction

The colleges and institutes, along with the Ministry of Advanced Education (AVED), recognize that student feedback is important to maintaining a high-quality, relevant post-secondary education system. The BC College and Institute Student Outcomes Survey attempts to contact former students by telephone 9 - 20 months after they complete all, or a significant portion, of their program. The survey asks former students what they have done since leaving and if they were satisfied with the education they received.

Survey results are used:

To support decision-making and program evaluation by AVED

By colleges and institutes to evaluate and improve program offerings and services

To help prospective students make informed choices

To enhance understanding of the education and labour market.

Students who are graduates or

This procedure provides the details for NVIT to create and maintain program data files and to perform the extract of student data.

Procedure

Each year, BC Stats will contact the participating institutions and request data. The 2007 request is as follows:

2007 BC College and Institute Student Outcomes Survey.

In order to obtain good response ratesfrom this mobile population, your institution’s contact data files for the 2007 survey are due at BC STATS on or before Friday, January 19, 2007.

We encourage you to prepare your extraction routines as soon as possible to ensure that you meet the January 19 deadline. Data collection is scheduled to begin in late January and it is important that BC STATS receive your contact data files by January 19, 2007 in order to allow time to code and review your submissions before passing them on to the data collection contractor.

New requirements for 2007:

1. Please include a third email address for students, if available.

2. Please note: Post-secondary codes (PDC) are optional.

3. If a program has multiple credentials (exit points), the student should only be submitted after they have completed the final credential (exit point) or if they have left the program and have not returned during the enrolment period.

The 2007 Data Requirements are as follows:

To be included in your contact data file for the 2007 College and Institute Student Outcomes survey,student records must satisfy three selection criteria: 1. enrolment period, 2. program completion criteria, and 3. required period of absence.

2.1 Enrolment Period

Students included in the contact data file must have been enrolled in, and have met the completion criteria for one of the programs defined below at some point between July 1, 2005 and June 30, 2006.

2.2 Program Completion Criteria

In order to be included in the contact data file, students must have met the completion criteria for one of the following programs during the enrolment period and must not have returned to that program subsequently. Completion is defined as follows:


Program Duration Criteria

Arts and Sciences Lower Level - (first and second year).

Completion of at least 24 credits from your institution, with 75% of those credits at the first and second year level

Applied programs 3 – 12 months Completion of the program

Applied programs 13 – 36 months Completion of at least 75 percent of the program requirements, with the latest credits completed during the enrolment period.

Apprenticeship All Completion of the final year of their program

Submit all programs, regardless of funding source (base, non-base, contract, cost recovery, etc). Students from cost recovery or continuing education programs should only be submitted if there is a credential associated with the program. These programs must have the approval of the institution’s education council and have a formal evaluation process.

2.3 Required Period of Absence

Students included your contact data file for a particular program must not have been enrolled in that program at your institution at any point between July 1, 2006 and the date of the current data extraction.

2.4 Lower Level Arts and Science

Identify whether students are ARTS, SCIENCE or GENERAL students.


College & Institute Student Outcomes (CISO) Requirements– REQU

Introduction

In order to evaluate whether students meet the CISO requirements for program completion or near completion, the REQU screen must be up-to-date for each program. This procedure provides the details to review those requirements.

Procedure

The following table shows the current programs listed as well as notes on the CISO categories and requirements:

ID Title Added Date CISO Category/ Requirements

OS-ACED Outcomes - Aced Certificate Pr 03-02-14

Applied Program. Must have completed ACED1 cert. Must not be enrolled in ACED2 during reporting period (July 1 2007 and January 2008).

OS_ACED2 Outcomes - ACED Diploma 06-01-24 Applied program. Must have 75% of program completed.

OS_ADCO1 Outcomes - Foundational Skills 06-01-23 Applied Program. Must have completed certificate. Must not be enrolled in AHSD.

OS_ADST1 Outcomes - ADST Certificate 06-01-24

Applied Program. Must have completed ADST1 cert. Must not be enrolled in ADST2 during reporting period (July 2007 and January 2008).

OS_ADST Outcomes - ADST Diploma 00-03-08 Applied program. Must have 75% of program completed.

OS__AHSD2 Outcomes – AHSD Diploma 06-12-13 Must have completed 75% of program.

OS_CDAP1 Outcomes - Community Developme 06-01-23

Applied Program. Must have completed certificate.

OS_CPDE Outcomes - CPDE Program 00-03-08 Not surveyed.

OS_FNPA1 Outcomes - First Nations Public Administration Certificate 06-12-13

Applied Program. Must have completed FNPA1 cert. Must not be enrolled in FNPA2 during reporting period (July 2007 and January 2008).

OS_FNPA Outcomes - First Nations Public Administration 06-01-19

Applied program. Must have 75% of program completed.

OS_HALQ Outcomes - Halq'emelyem Language 06-01-23


OS_IAST Outcomes - IAST Program (Arts 00-03-08 Arts & Science. Must have completed at least 75% of diploma.

OS_ITCP Outcomes - Information Technology 06-01-23


OS_LEPP Outcomes - Law Enforcement Preparation 06-01-19


OS_NAID Outcomes - Native Adult Instructor’s Diploma 06-01-23


OS_NRTC Outcomes - Nrtc Technician & D 00-03-08 Former NRTC Program.


ID Title Added Date CISO Category/ Requirements

OS_NRTC1 Outcomes - NRTC Certificate 06-01-24

Applied Program. Must complete NRTC1 cert. Must not be enrolled in NRTC2 during reporting period (July 2007 and January 2008).

OS-NTRC2 Outcomes - NRTC Diploma 06-01-24 Applied program. Must have 75% of program completed.

OS_UDHS1 Outcomes - Understanding Disabilities Certificate 06-01-23


To view the requirements for a program, access the REQU screen for an ID. See example following:

The fields in use on this screen are:

Field Description

Title Enter the name of the requirements here. Naming convention is: OS_ProgramCode.

Type Student Outcomes Type is: OTH.

Grade Scheme The current grade scheme (NVIT2) should be used.

Sub-requirements Detail here to add, view or edit the requirements students must have completed in order to be part of the extract. See following for example of a sub-requirements screen. Note: These requirements should be printed and reviewed by the Registrar in December of each year.

Comments Any changes to the requirements for a program should be logged here.

Example of a sub-requirements screen.


Note that you can detail further to the Sub-requirements Specifications screen as per the example following:

Example of a comments screen.


Once the Registrar has reviewed the requirements for each REQU screen, the sub-requirements need to be updated using degree-audit syntax.


CISO Program Definitions – XOPD

Introduction

In order to evaluate whether students meet the CISO requirements for program completion or near completion, programs must be identified on the Outcomes Program Definition screen. This procedure provides the details for updating that screen.

Procedure

Access the XOPD screen for the program that needs to be updated (or create a new screen for a new program). The screen looks like this:

Fields on this screen are:

# Field Description

1 Description Include the description of the program here.

2 Extract Type Choices are: 1. AS - Arts & Science 2. AP - Applied Programs 3. ABE – Adult Basic Education (not used for standard CISO extracts) 4. APPR – Apprentice (not used at NVIT)

3 Acceptable Programs before Cut-off Date

List the program itself as well as any variations on the program code (i.e. Community Education specific).

4 Unacceptable Programs after Cutoff

Certificate program students cannot be enrolled in the same program after the cut-off AND cannot be enrolled in the second year of a program. List the first year code (and its variations here) as well as the second year code. This will exclude


Date students continuing in the same program and exclude certificate graduates who have entered the diploma level.

5 Requirements required for Inclusion

Enter the code of the requirements as defined on the REQU screen.

6 CCD’s that Indicate Completion

Enter the Certificate/Diploma (CCD) codes that indicate the student has graduated from this program.

7-13 Not used at NVIT

The following programs are currently defined at NVIT:

Code Program

ACED ACED Certificate Program

ACED2 ACED Diploma Program

ADCO Foundational Skills in Counselling Cert

ADST ADST Diploma Program

ADST1 ADST Certificate

AECE Early Childhood Education

AHSD AHSD Diploma

CDAP Community Development and Administration

FNPA First Nations Public Administration

FNPA2 First Nations Public Administration Diploma

HALQ Halq'emeylam Language Certificate

IAST IAST Program

ITCP Information Technology Cert. Program

LEPP Law Enforcement Preparation

NAID Native Adult Instructor's Diploma

NPDP NRT Post Diploma Certificate |

NRTC NRTC Certificate Program |

NRTC2 NRTC Diploma Program |

UDHS Understanding Disabilities in Human Services


CISO Extracts – XCOW/XGOE

Introduction

There are two steps in preparing the Outcomes extract. The first step is to prepare the work file (XCOW) which reviews the students enrolled during the defined period against the criteria on the XOPD screen and REQU screens. Once this work file is create, a second process is run (XGOE) to extract the data in a format that can first be verified and then be forwarded to BC Stats.

Procedure

Access the XCOW screen and ensure the start and end dates in Field 1 and 2 are set to the dates proscribed by BC Stats. Complete the other fields as shown:

Finish out and the work file will generate using the following process:

Step Description

1 Checks all course registrations (STUDENT.ACAD.CRED records) selected using the criteria you specified on the XCOW screen to determine which if any of the groups defined in XOPD the registrant might fall into. This is determined by the “Acceptable Programs” lists for the groupings.

2 Checks all ACAD.CREDENTIALS records end-dated between the start- and end- dates specified in the XCOW screen to determine if the Degrees or CCDs associated with these records falls into any of the groupings specified in XOPD. Any records that match are flagged as for inclusion in the appropriate extract. This is determined by the CCDs and Degrees that indicate completion for the groupings.


Step Description

3 Checks all records built in steps 1 and 2 to see if any program from the “Unacceptable Programs” list for the grouping is active after the cutoff date. These records are then flagged as being excluded from the extract.

4 Checks any records not excluded by step 3 for completion of the DA (REQU) Requirements defined for the appropriate outcomes grouping. Any records that meet the requirements are flagged for inclusion.

5 Selects all Records that are part of the Arts and Sciences extract that have been marked for inclusion in the extract. These records are: Checked for meeting institutional completed credit limits and optionally identified as Upper or Lower level. Records that do not meet completed credit requirements are flagged for exclusion from the extract. Lower Level records are categorized as “ARTS”, “SCIENCE” or “GENERAL” according to the CIP coding applied to the courses for the most recent course registrations.

6 Finally the work file is populated with all of the data elements needed by the Outcomes extracts (name, address, etc.).

The XCOW process will run and the following will show on your screen:

Once XCOW has processed, you can run the XGOE process to prepare the extract. To do this access the XGOE screen which looks like this:


Finish out and the extracts will generate and appear in your Hold directory. They must be kermited into excel and reviewed (check for duplicates) and the data cleaned.


NVIT Library System Extracts

This process generates two comma-separated value (CSV) extracts for students enrolled in a term that you enter.

The first extract contains demographic information about the students (name, address, phone, email, etc.). It will be saved in the HOLD file in a file called LIB_DEMOGRAPHIC.CSV

The second extract consists of course section codes and Student ID numbers for a course section by course section listing of students. It will be saved in the HOLD file in a file called LIB_REGISTRATION.CSV

Use the kermit function in XHLD to transfer the extracts to your PC.

Enter a TERM code (e.g. 01/SP) or QUIT to abort

LIB_DEMOGRAPHIC.CSV

The demographic extract contains the following fields:

Colleague Field Description PERSON_ID LAST_NAME FIRST_NAME MIDDLE_NAME ADDR_LINE1 ADDR_LINE2 ADDR_LINE3 ADDR_CITY ADDR_PROV ADDR_POSTCODE ADDR_COUNTRY HOME_PHONE EMAIL FAX

Note that additional fields will need to be defined.

LIB_REGISTRATION.CSV

The registration extract contains the following fields:

Colleague Field Description "PERSON_ID" "STUDENT_NAME" "COURSE_SECTION"


Miscellaneous Reports/ Processes


Employee Confidentiality Agreements

Introduction

Every NVIT employee who may be accessing confidential student or employee information (online or in paper files) must complete an Employee Confidentiality Agreement as developed by NVIT’s Senior Management Team. This procedure provides a mechanism to record receipt of that agreement in the employee’s Colleague file using Communications Management.

Procedure

Employee Confidentiality Agreements will be provided by the Registrar or the Human Resources Officer and once signed, they will be forwarded to the Human Resources Office for retention in the employee’s file and recording on the employee’s Communications Code Entry (CRI) screen.

NOTE: Only those who are set up with the PER (personnel) office code will be able to see this requirement.

Enter the employee’s name or Colleague ID at the LookUp prompt and select the correct individual. The screen will then populate with their information including any other Communication Codes (if applicable). See example following:

To add the notation that the Employee Confidentiality Agreement has been received, click on the Communication Code filed and enter the Communication Code of HR-FPOP. The description and today’s date (in the “assigned” column) will default in. See example following:


Be sure to enter the Status of R for Received in the status column and today’s date will default in.

Communication Code Entry - Groups

To add this Communication Code to a group of employee’s files, access the Group Communication Entry (CRG) screen and:

• enter the HR-FPOP code in the Status Field along with a status of Complete;

• Change the file name to PERSON;

• enter the names or Colleague ID’s in the ID/Name Field;

See example screen following:

• Save Out and Update;


• The code will now be entered to the employee’s Communications Code Entry (CRI) screen and can be viewed there or on their Individual History* (IHS) screen.

*IHS displays all incoming and outgoing communications.


Merge Duplicate Records - XMGD

Introduction

This procedure provides the details for duplicate records to be merged.

Procedure

Identify who will be responsible….

+------------------------------------------------------------------------------+ | 06/10/02 16:13 MERGE DUPLICATES XMGD | | | | | |==============================================================================| | | | This process *MERGES* duplicates from finance and student. If | | the Merge from id belongs to an employee the merge is not allowed. | | Please check with other departments if either person/corp where used | | is VEN, ARP, or STU. | | | +------------------------------------------------------------------------------+ | | | 1 Merge from...: 0006777 Mr. Harinder S. Saini | | | | 2 Merge to.....: 0004477 Harinder S. Saini | | | | 3 Proceed......: y | | | | | | | | | |aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaa|


Check for Student Conflicts Report – XCSC

Introduction

This report will check all students active in the course sections you specify for registration conflicts. The conflict report will not include students or faculty who are included as participants in a Misc. Scheduled event on MSCH. Only sections the student is registered in will be checked.

Procedure

The report will check ALL sections that a student is registered in. For example, if you specify to check for student conflicts for section A and Jane Doe is registered in that section, as well as three other sections, all four sections that Jane Doe is registered in will be checked for conflicts.

The report displays:

o Student ID

o Name

o Section Name

o Conflict Message

Note: If a section conflicts with more than one other section, the conflict message will only describe a conflict between two sections.

Step Action

1 To run the Check for Student Conflict report, enter the XCSC screen.

2 Enter the report’s date sort order in the Sort by Student or Sections Name field e.g. (ST)udent or (SE)ction

3 Enter your preference in the Double Space Report field.

4 Enter any other parameters in the Terms field, Subjects field, and Courses field or Sections field as required.

5 Save out to process the report.

See screen image:


Login Session Control - XUSC

Introduction

This procedure provides the details for users to end a session that has been terminated (e.g. power outage, screen/machine freezes or session X’d closed). As there are limits on how many sessions a user may have open, it is important that this process be run immediately after losing a session.

Note also that if a user is in a Colleague record (e.g. student or organization record) and their session terminates, it can lock that record.

Procedure

If a Colleague session is terminated, open another session and log on. From any Colleague type XUSC. This screen will then display any other sessions that are active and they should be terminated. .

To end the other session, type Y in the terminate column and save out.

This shows that user carsonc has another

session running. To terminate that

session, type Y in the terminate column.


Copying Reports to a File

Introduction

This procedure provides the details to copy Colleague reports as files to a hard drive.

Procedure

To copy a report to a file:

send the report to hold (H)

when the Report Browser window opens, click on the Import icon (see example following);

In the Save Report As dialogue box, indicate where you want to save the report. See example following:

:

Import File Icon

Name the file and location

here.


External Updates


PASBC Application Data Updates

Introduction

The Post-Secondary Application Service of BC website is a central site where students can apply for programs at BC post-secondary institutions. This website is located at www.pas.bc.ca and lists all programs available for online application through PASBC. NVIT’s information is updated by the Registrar (or designate). This procedure provides the details to update NVIT’s program/application information on the Development site, to review it on the Staging site and to have it moved to the Live site by BCcampus.

Procedure

The current (September 2007) program listing on PASBC reflects programs offered at both campuses:

NVIT is moving to a new server for the PASBC institutional forms and a new “ProgramManager” tool will be made available once all forms have been completed. In the interimchanges to the PASBC institutional forms can be made by email to [email protected] .

OLD PROCESS:

The Registrar (or designate) will need to access the PASBC Development website which is located at:

https://app.pas.bc.ca/appsrv/WebObjects/InstAppBuilder

This will bring you to the login screen as follows:


Note that the NVIT username is NVIT.

Once you are logged on, the main screen will show. See example following:

You can view the NVIT menu by clicking on the toggle. See example of NVIT menu following:

Click on Edit to edit listings for NVIT. This will bring up the following screen:

Click on the toggle here to open the NVIT

menu.

Click on the toggle here to open the NVIT

menu.


This screen lists the default address for NVIT’s website as well as for the NVIT PASBC website. Note that this page can also control whether or not NVIT is accepting applications.

A. Edit Program Pick Lists

The Edit Program Pick Lists link allows NVIT to define and update default values for Attendance (full or part-time), Campus (Merritt), Goals and Start Date (needs to be updated at the beginning of each academic year) which can then be attached to programs (see B Edit Categories). See example following:


Note: Once all changes have been made to this section, you must have the data moved from the Development Site to the Staging Site. To do this, go to the main screen and click on Copy for Staging:

Terms for applications are maintained here. Old terms should

be deleted and new ones added (once Catalog and Terms

are set up in Colleague)

HINT: To make changes to

any item, click on Edit, Delete

or Add and you will be taken to a screen to

make your changes.


Your changes can then be viewed on the Staging site (enables users to view their changes prior to them going into production) which is located at:

https://staging.pas.bc.ca/appsrv/WebObjects/NVIT.woa/wa/instTest

Once all changes have been entered in the Development site and reviewed/confirmed in the Staging site they will need to be moved to the Live site. Send an email to [email protected] requesting they move the changes to Live.

B. Edit Categories

The Edit Categories link allows NVIT to define and update default values for program categories and for programs that applicants can apply for.

Click on the Edit Categories link and this will bring up the list of current programs available on the PASBC website. Program information can then be edited or deleted or new programs added. See example of this screen following:

Click on Edit Categories to edit program information.


To Edit a Program Category listing, click on Edit. This will bring you to the Program Category screen. See example following:


To access the Programs under this Category, click on Edit Programs and this will bring up the following screen:

To edit Program Details (e.g. title or code) click on Edit. This will bring up the following screen where changes can be made:

To edit Program Options, click on Choose Pick List items. This will bring up the following screen where changes can be made:

Hint: If changes are

made be sure to click on

submit to save


Note: Once all changes have been made to this section, you must have the data moved from the Development Site to the Staging Site. To do this, go to the main screen and click on Copy for Staging:

Your changes can then be viewed on the Staging site (enables users to view their changes prior to them going into production) which is located at:

https://staging.pas.bc.ca/appsrv/WebObjects/NVIT.woa/wa/instTest

Once all changes have been entered in the Development site and reviewed/confirmed in the Staging site they will need to be moved to the Live site. Send an email to [email protected] requesting they move the changes to Live.

Hint: If changes are

made be sure to click on

submit to save


Useful Uniquery Statements

Uniquery statement for equate codes: LIST COURSES CRS.EQUATE.CODES CRS.SUBJECT CRS.NO This relationship can be seen clearly by performing the following Unidata query: : LIST COURSES BY CRS.NAME CRS.SUBJECT CRS.NO CRS.TITLE