Key Concepts and Terminology

The Student System Overview

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LEARNING OUTCOMES

At the end of this session, you should be familiar with the following Student System concepts and terminology:

1. Self-Service Centres: Faculty, Student and Advisor 2. Academic Structure in PeopleSoft

• Careers• Groups • Organizations

3. Academic Terms, Semester, and Level4. PeopleSoft terminology

• Empl ID• Effective Dates• Service Indicators

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1. THE THREE SELF-SERVICE CENTRES

Student System

Student Centre Faculty Centre Advisor CentreSelf-Service

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STUDENT CENTRE

ExplanationThe self-service module for applicants and students. • Applicants can view the status of their application(s) • International students can accept offers of admission. • Students can view fees and make payments• Students can enrol in courses and drop courses• Students can change personal information• Students can review their academic history, create a plan, and run a

credential audit (i.e. advisement) report.

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FACULTY CENTER

ExplanationThe self-service module for faculty. Replaces Faculty Tools • View teaching schedule• View class rosters• View student photos• Enter final grades. (Grade Centre in Blackboard will still be available

to record student marks during a course).

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ADVISOR CENTER

ExplanationThe self-service module for Program Coordinators and Advisors• View student information including schedules, academic progress,

and unofficial transcripts. • The new “What if” advisement report will also be available. • This also includes a view of the Student Centre.

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STUDENT SYSTEM IMPLEMENTATION TIMELINE

September 2014

October 2014

November 2014

December 2014

January 2015

February 2015

March 2015

Admissions module for Fall 2015 Applicants

Course and Program Data, Scheduling, SWF

Core Student System and all Self-Service Centres

Feb. 1, OCAS Offers

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2. NEW TERMINOLOGY FOR PEOPLESOFT

Why?

• New constructs. In some cases, the PeopleSoft student system will provide greater flexibility than our current student system. With this flexibility comes new ways for data to be recorded and represented. For example, we can now record not only the courses, but also, the “milestones” required to complete a program. One milestone example is keyboarding skills. This is not a new concept to the college. However, it is new terminology, with a specific data meaning.

• Understanding PeopleSoft screens and reports. PeopleSoft has “standard” screens and reports with data fields labeled using standard terminology. It is very expensive to change standard “out of the box” screens and reports. So, users of the core system may need to be aware of how current terminology applies to PeopleSoft. For example, an Academic Faculty appears in a data field called “Academic Group”.

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2. ACADEMIC STRUCTURE

• The “Academic Structure” is foundational information in the student system.

• It is how all of all of Seneca’s campuses, faculties, schools, programs, and subject areas are represented in PeopleSoft.

• The Academic Structure is important since it serves as the basis for organizing other data in the student system.

Why is it important?

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2. ACADEMIC STRUCTURE

PeopleSoft Terminology

CurrentTerminology

Description

Academic Career

None New. High level structure in PeopleSoft which allows Seneca to group similar rules and values applied to programs.

Academic Group

Faculty No change

Academic Organization

School No change

Academic Program

Program No change. Academic entity to which the students may apply, be admitted, and graduate.

Academic Plan At Seneca, this is the same as Program

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2. ACADEMIC CAREER

An “Academic Career” is used to group rules applied to programs. It is also used to organize data for reporting.

All programs within a Career have similar rules. Seneca has two “Careers”.

Seneca Academic Careers

PSE Post-Secondary Education

ESD Education and Skills Development

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2. ACADEMIC STRUCTURE EXAMPLE

Academic Program

Academic Organization

(School)

Academic Group(Faculty)

Academic Career Post Secondary

Business

School of Legal and

Public Admin.

Public Administration

Tourism

Flight Services

Communication, Art and Design

Media

Journalism

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2. ACADEMIC STRUCTURE EXAMPLE

Academic Program

Academic Organization

Academic Group

Academic Career Education & Skills Development

Workforce Skills Development

WS Workforce Skills

Development

Undeclared ESD

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3. DEFINITION: TERM, SEMESTER AND LEVEL

PeopleSoft Terminology

What does it represent? Description

Term Time(E.g. Winter, 2015)

Administrative time period within which sessions are defined, students are billed and statistics are accumulated.

Semester Program organization The group of courses generally taken together.

Level Student’s progress in their program

Refers to a student’s progress towards their credential. Level is program-specific. It is calculatedbased on number of courses that a student has completed.

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3. New Academic Term Code Format

2 0 1 34Year Term

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3. THE 4TH DIGIT IN THE TERM CODE: 1,4,7

Term Month Term0 for future use1 January Winter2 for future use3 for future use4 May Summer5 for future use6 for future use7 September Fall8 for future use9 for future use

• With one digit, cannot represent 12 months.

• Chronological starting in January.

• 1, 4 and 7 will be used to indicate the time of year.

• Additional terms codes can be used in the future for flexibility for alternate start/end times.

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3. ARIES AND PEOPLESOFT “TERM” CODES

Term ARIES PeopleSoft2015, Winter 20151 21512015, Summer 20152 21542015, Fall 20153 21572016, Winter 20161 21612016, Summer 20162 21642016, Fall 20163 2167

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The level refers to a student’s progress towards their credential. Some examples are provided below.

It is a 3-character code.

3. ACADEMIC LEVEL

Level Description101 Year 1, Level 1102 Year 1, Level 2203 Year 2, Level 3CWT First Co-op Work termCW2 Second Co-op Work term

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ACADEMIC LEVEL CALCULATION

Programs define how they want to calculate Level. Program’s have different ‘thresholds’ based on how many courses

need to be completed before moving on to the next level Example:

Level Threshold

101 1-5 courses completed102 6-10 courses completed 203 11-16 courses completed204 17-21 courses completed

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3. ACADEMIC LEVEL EXAMPLE

Maria is working on a diploma at Seneca. The program is designed to have 4 semesters of courses.

Maria completes her credential in 2 years.

Stanley starts his program at the same time. He completes the same program with a reduced course load in Winter 2016.

Student 2015,Fall

2016,Winter

2016,Fall

2017,Winter

2017,Summer

2157 2161 2167 2171 2174Academic Level

Maria 101 102 203 204Stanley 101 102 102 203 204

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4. PEOPLESOFT TERMINOLOGYSINGLE PERSON ID ACROSS MODULES

ID

Applicants

Staff

Students

Faculty

Alumni

• PeopleSoft uses a single ID across all modules.

• Each person added to the system is assigned a Person ID (also called an Empl ID) and then assigned one or more organizational relationships.

• Applicants and Students, even those who do not have an employee relationship, have an Empl ID.

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4. EFFECTIVE DATES

Specifies when changes to records go into effect Can be postdated in order to enter the data before it

actually goes into effect Ability to view historical, current and future changes to

records Example: Modifying a student’s address.

• A new address can be entered for a future date• When that date arrives, the new data becomes

effective• The old address will still be viewable as historical

information

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4. EFFECTIVE DATE EXERCISE

Assume today is January 01, 2015 and the following table lists all the rows for a given student

Identify the category (Historical, Current and Future) for the following effective dated rows:

Address Effective Date

Status

54 King St, Burlington, ON K2P 5L6 1/4/201427 Main Street, Toronto, ON M6R 2N5 9/1/2014301 Harbord Ave, Toronto, ON L0S 1A0

2/28/2015

HistoricalCurrentFuture

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SERVICE INDICATORS

Service Indicators Symbols that represent conditions assigned to a student’s record to provide

additional or limited access to services.

Service Impact The resulting action on the student’s record triggered by a service indicator. The impact of a Service Indicator has an Effective Period, so it can be

conditional, term-based or date-based depending on the type of indicator.

TypesPositive Service Indicator Negative Service Indicator

Example: Eligible to Transfer

Example: Account in Arrears

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4. EXAMPLES OF SERVICE IMPACTS

Service Indicators will have a three digit code and a corresponding service impact

Examples of service impacts: • Allow drop only, no add activity• Block all enrolment activity• No drop; add allowed• Block grade access• Eligible to transfer

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LEARNING OUTCOMES: SUMMARY

At the end of this session, you should be familiar with the following Student System concepts and terminology:

1. Self-Service Centres: Faculty, Student and Advisor 2. Academic Structure in PeopleSoft

• Careers: PSE, ESD (new)• Academic Group = Faculty• Organizations = School

3. Academic Terms, Semester, and Level

4. PeopleSoft terminology• Empl ID• Effective Dates• Service Indicators

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