student lifecycle management overview slcm_200
DESCRIPTION
Student Lifecycle Management Overview SLCM_200. Course Content. SLCM Introduction Unit 1 – Student Administration Unit 2 – Student File Unit 3 – Student Master Data SLCM Help and Terminology. Learning Objectives. - PowerPoint PPT PresentationTRANSCRIPT
Student Lifecycle Management Overview
SLCM_200
1SLCM_200 Student Lifecycle Management Overview
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
Course ContentCourse Content
2SLCM_200 Student Lifecycle Management Overview
Learning ObjectivesLearning Objectives
• Understand the integration of SLCM processes with each other and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University student data. It has been specially created for training.
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Check for Understanding InstructionsCheck for Understanding Instructions• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you finish each unit
• Enter answers on the Check for Understanding Exercise at the end of the presentation
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SLCM IntroductionSLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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FI, FMHR
FI, FMHR
Integration Across IRISIntegration Across IRIS
• SLCM data integrates with other IRIS modules
Student ID is integrated with HR Person ID
If a student is also an employee the Student ID and the employee Person ID will be the same
Student Accounts are integrated with the Financial
Student Master
Data
Academic
Records
Student File
Academic
Structure
Aca
dem
ic
Cal
end
ar6SLCM_200 Student Lifecycle Management Overview
Student LifecycleStudent Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next screen) shows the progression of the student’s records and the relationship with IRIS SLCM module areas throughout the student’s association with the University
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Student LifecycleStudent Lifecycle
Academic Calendar
Application
Reporting
Academic
Structure
Rules &
Regulations
Events
Student Master Data
Resources
StudentAdministration
Teaching & Study
Student Accounting
Event Planning
Academic
History
of
Study
PriorityRegistration
Booking (Course
Registration)
De-registration
ProgressionSessionalRegistration
Examination & Grading
Equivalency
Determination
Admission
Change of
Program
Degree
Auditing
Graduation
Recruitment Alumni
Italics = Optional
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myHelp SLCM Portal AccessmyHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at: http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to sign it a second time
• If you do not have access, please work with your college contact to get this access assigned
The college contact list is located at http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and RolesSLCM Access and Roles
• Your role may give you access to the
Student Administration tab on the myUK portal
Access to subtabs is tied to roles
SAPGUI transaction codes in IRIS production
Typically PIQST00, PIQCAM, ZEVPLAN, etc.
Both of the above
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Academic CalendarAcademic Calendar• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
• Can be viewed through the Student Administration portal or in the production system
Session Calendar Year
Academic Year Code
Academic Session Code
Fall 2009 2010 10
Winter 2009 2010 20
Spring 2010 2010 30
Summer I 2010 2010 51
Summer 2 2010 2010 52
Full (CEU) 2009-2010 2010 99
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Unit 1Unit 1
Student Student Administration TabAdministration Tab
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Student Administration TabStudent Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student Administration tab; some can only be completed using IRIS production
• You will ONLY see tabs and links for applications for which you have permission
• Student Administration tab contains subtabs:
Academics
Administrative Services
Admissions
Advising Services
Faculty Services
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Student Administration TabStudent Administration Tab
• Student Administration tab used to:
Display a student profile (directory information)
Display student schedule
Display course offerings
Display/print real-time class rolls
Submit midterm and final grades
Display unofficial transcript
Display list of advisees
Lift academic advisor holds
Issue electronic course overrides (permissions)
Perform administrative booking (course registration)
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Student Administration NewsStudent Administration News
• Up to date news items display on the right side of the Student Administration screen under Latest Stuff
• News can include:
Registration windows
Grading windows
System outages
Recent changes
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Academics TabAcademics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services TabAdministrative Services Tab
• Includes
College Reports College Reports
Administrators Assign Student
Overrides Course Capacities Booking Rules
Registrar Booking Rules Course Capacities Historical Course
Changes Override
Permissions Course Cache
Update
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Admissions TabAdmissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services TabAdvising Services Tab
• Includes
Advising Services Overview
Advisee Record
Unofficial Transcript
Historical Course Changes
Registration Admin Booking Course Catalog Assign Student
Overrides
Print Student Schedule
Appointment Scheduler
Appointment Manager
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Faculty Services TabFaculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services TabStudent Services Tab
• Students access their records via the Student Services tab
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Student Services TabStudent Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for UnderstandingUnit 1 – Check for Understanding• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM information.
Is the only way to access student information.
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Academics Tab
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Academics Tab
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2Unit 2
Student File
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Student FileStudent File
• Student File records are created when UK receives applications, test scores, transcripts, etc.
• Student File contains information about the student’s relationship with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00PIQST00
• In production, use one of the following methods to access PIQST00 which contains both Student File and Student Master Data records
Enter PIQST00 in the command field and press Enter
Add PIQST00 to your favorites (preferred by most users)
Use the menu path, Student Lifecycle Management PIQST00 Student File
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PIQST00 Student FilePIQST00 Student File
• The Object Manager displays on the left side of the screen
Most users do not use this feature
To close, use the menu Settings Hide Object Manager
• The student’s academic records display on the right side of the screen
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Student NumberStudent Number
• The Student Number is a unique 8-digit ID number assigned to each student by the IRIS system
• The Student Number is the key to student records and is used instead of the SSN
UK maintains the SSN, if known, so you will be able to search by SSN, if necessary, using the ID Number field
28SLCM_200 Student Lifecycle Management Overview
Student SearchStudent Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field, press Enter, and then double-click on the student’s name in the search screen
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Student SearchStudent Search
Click on the Possible Entries icon in the Student Number field, enter the student’s last name, first name, and/or ID number (SSN) on the Personal Data tab, press Enter, and then double-click on the student’s name
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FERPAFERPA• Students may place privacy flags on their records which indicate that the
student has restricted directory information under the Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA) window displays
• If this message displays, no information can be released on this student, not even to the student unless the student provides picture ID
• Close the window by clicking on the Continue icon or pressing Enter
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Key DateKey Date
• The Key Date is the date as of which IRIS displays, processes, or creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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• To change the Key Date field, either enter the date in the field or click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
Key DateKey Date
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High DateHigh Date
• Another important date is the system High Date which is the default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the validity of a record or action from being delimited (ended) prematurely
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Student FileStudent File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display and/or change
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Tab NavigationTab Navigation
• Three ways to navigate tabs
Click on the tab
Click on the Next or Previous icons
Click on the Tab List icon and then the tab name
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PIQST00PIQST00
• Three types of icons exist on PIQST00 Student File
Application icons
Student Master Data icons
Tab specific icons
• Access to specific icons also is determined by your role in the system
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PIQST00– Application IconsPIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as advising, admissions, registrar, etc.
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PIQST00 – Student Master Data IconsPIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data screen
Once on the Student Master Data screen, a Change/Display toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student in the system
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PIQST00 – Tab Specific IconsPIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and change programs of study
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Student File - TipsStudent File - Tips• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to populate the Student File fields
Check the name and other information that populates the Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student Number field by highlighting the number, pressing Delete, and then pressing Enter
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Student File - HoldsStudent File - Holds• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI interface (IRIS Production system)
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Student File - HoldsStudent File - Holds• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - HoldsStudent File - Holds• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - HoldsStudent File - Holds• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the hold
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Student File - HoldsStudent File - Holds• To close the data windows, click on Continue or press Enter
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Student File – RecruitmentStudent File – Recruitment• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni Recruitment, etc.)
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Student File – ApplicationsStudent File – Applications• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - AdmissionStudent File - Admission• Contains application to UK including Program of Study,
Application Status, Academic Year, etc.
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Student File – Majors/Minors/OptionsStudent File – Majors/Minors/Options• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – RegistrationStudent File – Registration• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type ProgressionStudent File – Program Type Progression• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General DataStudent File – General Data• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – StatusStudent File – Status• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)Student File – Advisor(s)• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement CatalogsStudent File – Requirement Catalogs• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for DegreeStudent File – Application for Degree• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees AwardedStudent File – UK Degrees Awarded• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification RequestStudent File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript RequestsStudent File – Transcript Requests• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity DocumentsStudent File – Activity Documents• Contains system records audit trail for student activities
including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for UnderstandingUnit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A green square is in the Status field
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3Unit 3
StudentMaster Data
StudentMaster Data
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Student Master DataStudent Master Data• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you can access
• Tip: A green checkmark on the tab indicates it contains student information
• Reminder: Unless you are making a change to a student’s master data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode, you will lock that student’s information and other users cannot change that student’s data
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Student Master DataStudent Master Data• To access the Student Master Data screen, go to PIQST00,
then click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master DataStudent Master Data• Display/Change toggle allows you to change from Display
mode to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal DataMaster Data – Personal Data• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard AddressMaster Data – Standard Address• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address OverviewMaster Data – Address Overview• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional DataMaster Data – Additional Data• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence DataMaster Data – Visa/Residence Data• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/TestsMaster Data – Transcripts/Tests• Information includes:
Transcripts from external organizations (high school and/or college)
Tests from external sources
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Master Data – PCC UnitsMaster Data – PCC Units• Displays Pre-College
Curriculum (PCC) credits (high school curriculum credits used for undergraduate admission)
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Master Data – Related PersonsMaster Data – Related Persons• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_ADMaster Data – myPasscode_AD• Contains Access and AD user ID information
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Unit 3 – Check for UnderstandingUnit 3 – Check for Understanding
• How do you move from the Student File to the Student Master Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact person?
Personal Data Tab
Additional Data Tab
Related Persons Tab
• Your authorization…
Will allow access to all student data
Determines which data you can access
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SLCM Help &SLCM Help &TerminologyTerminology
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Key TerminologyKey Terminology
IRIS Term Definition
Student File
A collection of student information, viewed via tabs, pertaining to the student’s relationship with the University of Kentucky.
Student Master Data
A collection of student information, viewed via tabs, pertaining to the student’s biographical and demographic data including addresses, veteran information, privacy flag, transcripts and test scores from other institutions, and more.
Student Number
(NOT SSN!)
A unique 8-digit ID number assigned by IRIS. This is the key to student records. We will still maintain the SSN, if known, and search is permitted by SSN.
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Key TerminologyKey Terminology
IRIS Term Definition
Program of Study
The college and the degree
Example: BA-AS is the program of study Bachelor of Arts in the College of Arts and Sciences
ModuleA course in the IRIS system
Example: BIO 103
Module Group
A grouping of Academic requirements such as majors and minors
Example: MANA is the module group for a Management major
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Key TerminologyKey Terminology
Terminology Definition
Booking Class registration
Event TypeThe activity type of a course
Example: PSY 100 is made up of the event types Lecture and Laboratory
EventThe meeting pattern and location of the event type
Event PackageThe equivalent of a sectionExample: A-H 106 001
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Key TerminologyKey Terminology
IRIS Term Definition
Sessional Registration
A student will have a sessional registration for each semester of enrollment; basically means the student is eligible to register
Priority Registration
Time period for continuing students to register for the upcoming semester; occurs every November and April
AppraisalGrading; an institutional process for evaluating (grading) in a planned, structured, and standardized way
Business Partner (BP)
One who has a financial relationship with UK; all students are also business partners
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Help WebsitesHelp Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course manuals, Simulations, Frequently Asked Questions, and other job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM CoursesSLCM Courses• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_310 Student Records
SLCM_AD_315 Booking Rules
SLCM_AD_320 Booking
SLCM_WP_210 Grading
SLCM_WP_220 Overrides
SLCM_WP_230 SLCM Faculty Overview
SLCM_WP_310 Advising
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SLCM_200 ExercisesSLCM_200 Exercises• After the course, you can practice viewing student data in the
Training Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the practice guide
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Course SummaryCourse Summary
You are now able to:
• Understand the integration of SLCM processes with each other and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding InstructionsCheck for Understanding Instructions• To begin the Check for Understanding,
click Continue (bottom left corner of the screen)
• Click Here to continue when the system message appears
• Click Start Test to continue
Although it says “Test”, this course does not have an assessment
• When you have entered your answers, click End Test (located at the bottom right of your screen
• Click Close (lower right corner of the screen)
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Course Completion InstructionsCourse Completion Instructions• Click Logoff (lower right corner)
• When the WBT window closes, go back to your original browser window
Click on the browser window in your taskbar and wait for the screen to refresh
• Scroll down the page until you see the Confirm Participation section
• To complete the course, click Confirm Participation
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