Student Information Student Information System System Information SessionInformation Session

Presented by Presented by Kim Reany & Andrew StaplesKim Reany & Andrew Staples

SIS SpecialistsSIS Specialists

Faculty of Arts Faculty of Arts Orientation for New Academic StaffOrientation for New Academic Staff

August 30, 2006August 30, 2006

SIS Information SIS Information Session Session Today’s AgendaToday’s Agenda SIS Specialist ProgramSIS Specialist Program The Minerva Student Information The Minerva Student Information

SystemSystem ““Minerva for faculty and staff” siteMinerva for faculty and staff” site Minerva SIS MenusMinerva SIS Menus Minerva SIS HighlightsMinerva SIS Highlights Questions/FeedbackQuestions/Feedback

Student Information Student Information System System SIS Specialist ProgramSIS Specialist Program Provides one-on-one training and Provides one-on-one training and

supportsupport Offers customized information Offers customized information

sessionssessions Liaises between end users and Liaises between end users and

university unitsuniversity units Provides documentationProvides documentation Offers support via Help line and e-mail Offers support via Help line and e-mail

Minerva Student Minerva Student Information SystemInformation System

What is the MinervaWhat is the Minerva

Student Information Student Information System?System?

Minerva Student Minerva Student Information SystemInformation System Minerva is a web interface to Minerva is a web interface to

McGill’s database where all McGill’s database where all student, employee, and financial student, employee, and financial data is stored data is stored

As McGill faculty you have access As McGill faculty you have access to various menus on Minerva to various menus on Minerva depending on your role in the depending on your role in the McGill community McGill community

Minerva Student Minerva Student Information SystemInformation System Most undergraduate processes for Most undergraduate processes for

Faculty require the use of the Faculty require the use of the Minerva site and Minerva web Minerva site and Minerva web formsforms

Access to the ‘Minerva for faculty Access to the ‘Minerva for faculty and staff’ site is available via the and staff’ site is available via the McGill gateway or directly at: McGill gateway or directly at: http://www.mcgill.ca/minerva-faculty-shttp://www.mcgill.ca/minerva-faculty-staff/taff/

‘‘Minerva for faculty Minerva for faculty and staff’and staff’ The site provides access to and The site provides access to and

information about McGill's integrated information about McGill's integrated systems for Finance, Human Resources systems for Finance, Human Resources and Student Recordsand Student Records

Without logging in it is possible to view Without logging in it is possible to view non-secure information like Course non-secure information like Course Catalogue and Class Schedule Catalogue and Class Schedule

Log in to view secure information using Log in to view secure information using Minerva menusMinerva menus

McGill Home PageMcGill Home Page

Select “Minerva for Faculty and

Staff”

‘‘Minerva for faculty Minerva for faculty and staff’and staff’

Click any of these options to display

additional information

Minerva Student Minerva Student Information System: Information System: MenusMenus Minerva Main Menu Minerva Main Menu Minerva Faculty MenuMinerva Faculty Menu Minerva Advisor MenuMinerva Advisor Menu Minerva On-Line HelpMinerva On-Line Help

Minerva Main MenuMinerva Main Menu

Access to your Class Lists, Final Grades

etc.

Access to advising Transcript and Degree

Evaluation

Minerva Faculty MenuMinerva Faculty Menu

Select term and CRN for Class Lists & Final Grades

View and Download Class lists and Class

Photos

Used while entering grades

Course related information

Minerva Faculty Menu Minerva Faculty Menu cont’dcont’d

McGill Online Course Evaluation

View course sections with enrollment figures

Minerva Advisor MenuMinerva Advisor Menu

Degree Evaluation Report (DER) audit of student’s record

Unofficial Student Transcript can be viewed

and printed

Graduation List with link to DER &

Advising Transcript

Minerva On-Line HelpMinerva On-Line Help

Help is available for each form Help is available for each form on Minervaon Minerva

It is It is context sensitive. context sensitive. To get To get help on a form you must actually help on a form you must actually be within that form be within that form

Minerva Help MenusMinerva Help Menus

Click “Help”

Minerva SIS HighlightsMinerva SIS Highlights

Course CatalogCourse Catalog

Class ScheduleClass Schedule

Class ListsClass Lists

Final GradesFinal Grades

List of all McGill courses whether List of all McGill courses whether they are currently offered or notthey are currently offered or not

Available to the public; no need to Available to the public; no need to log inlog in

To see courses that are available To see courses that are available for registration in a selected term for registration in a selected term use use Class ScheduleClass Schedule, not , not Course CatalogCourse Catalog

Course CatalogCourse CatalogWhat is itWhat is it

Course Catalog Course Catalog Where to find itWhere to find it

Click “For

Instructors”

Then Click “Course Catalog”

icon

Course CatalogCourse CatalogWhat it looks likeWhat it looks like

Class Schedule Class Schedule What is it What is it List of all course sections available for List of all course sections available for

the specified termthe specified term Shows sections that are Active, Shows sections that are Active,

Temporarily Closed, Registration not Temporarily Closed, Registration not Required and Cancelled Required and Cancelled

Inactive Sections are not displayedInactive Sections are not displayed Available to the public without Available to the public without

enrollment informationenrollment information Enrollment figures available on Enrollment figures available on

Minerva after log in Minerva after log in

Class Schedule Class Schedule (without enrollment)(without enrollment)Where to find itWhere to find it

Then Click“Class Schedule”

icon

Click “For Instructor”

Class Schedule:Class Schedule:What it looks likeWhat it looks like

To view enrollment information log in to

Minerva and access Class Schedule via the Faculty or

Advisor Menus

List of all the students enrolled in List of all the students enrolled in a specific sectiona specific section

Access only to courses for which Access only to courses for which you have been listed as instructoryou have been listed as instructor

Class List located on the Faculty Class List located on the Faculty Menu (after logging in to Minerva)Menu (after logging in to Minerva)

Class List: What is it Class List: What is it and Where to find itand Where to find it

Class ListClass List

Download Class List

Web form used to submit final Web form used to submit final grades for students registered in grades for students registered in a course sectiona course section

Access only to courses for which Access only to courses for which you have been listed as instructoryou have been listed as instructor

Final Grades located on the Final Grades located on the Faculty Menu (after logging in to Faculty Menu (after logging in to Minerva)Minerva)

Final Grades: What is Final Grades: What is it and Where to find itit and Where to find it

Final Grades: Final Grades: What it Looks LikeWhat it Looks Like

Copy and Paste feature

Enter grades directly

Instructor Comment

Processing GradesProcessing Grades

Each person is responsible for Each person is responsible for processing grades for his/her processing grades for his/her coursecourse

There are two methods of There are two methods of processing grades:processing grades:– Enter grades directlyEnter grades directly– Copy & Paste from an Excel Copy & Paste from an Excel

spreadsheet spreadsheet

Processing Grades: Processing Grades: DeadlinesDeadlines Deadlines for grade submission Deadlines for grade submission

are emailed by the Student Affairs are emailed by the Student Affairs OfficeOffice

Guidelines are also available in Guidelines are also available in the Faculty of Arts ‘Academic the Faculty of Arts ‘Academic Adviser’s Handbook’ Adviser’s Handbook’

Processing Grades: Processing Grades: AssistanceAssistance Step-by-step assistance on these Step-by-step assistance on these

methods is available at: methods is available at: http://www.mcgill.ca/minerva-fachttp://www.mcgill.ca/minerva-faculty-staff/instructors/grades/ulty-staff/instructors/grades/

Personalized assistance available Personalized assistance available by calling your SIS Specialistby calling your SIS Specialist

Minerva ResourcesMinerva Resources

Information on using the Faculty Information on using the Faculty Menu can be found at: Menu can be found at: http://www.mcgill.ca/minerva-fachttp://www.mcgill.ca/minerva-faculty-staff/instructorsulty-staff/instructors

Call us if you would like to Call us if you would like to schedule a one-on-one session to schedule a one-on-one session to go over these processes, or any go over these processes, or any others on the Minerva Student others on the Minerva Student Information SystemInformation System

SIS Specialists, RecapSIS Specialists, Recap

Primary resource for departmental Primary resource for departmental staffstaff

Ongoing visits to departments Ongoing visits to departments regarding all SIS processes regarding all SIS processes

Ongoing consultation with advisers Ongoing consultation with advisers about Degree Evaluation about Degree Evaluation

Help Line: 398-5802 Help Line: 398-5802 Email: SISsupport.artsci@mcgill.caEmail: SISsupport.artsci@mcgill.ca

SIS SpecialistsSIS Specialists

Kim Reany09137

Kim Reany09137

Andrew Staples00131

Andrew Staples00131

Art History &Communication Studies

Art History &Communication Studies

AnthropologyAnthropology

East Asian StudiesEast Asian Studies

EconomicsEconomics

Faculty of Religious StudiesFaculty of Religious Studies

Inter-Disciplinary ProgramsInter-Disciplinary Programs

Canadian StudiesCanadian Studies Islamic StudiesIslamic Studies

ClassicsClassics ItalianItalian

Jewish StudiesJewish Studies

LinguisticsLinguistics

Middle East StudiesMiddle East Studies

Political SciencePolitical Science

SociologySociology

Women’s StudiesWomen’s Studies

EnglishEnglish PhilosophyPhilosophy

English/French Language CentreEnglish/French

Language CentreRussian & Slavic StudiesRussian & Slavic Studies

FrenchFrench School of EnvironmentSchool of Environment

GermanGerman School of Social WorkSchool of Social Work

Hispanic StudiesHispanic Studies Social Studies of MedicineSocial Studies of Medicine

HistoryHistory

Student Information Student Information System Information System Information SessionSession

Thank youThank you

QuestionsQuestions

FeedbackFeedback

Student Information Student Information System Information System Information SessionSession