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STUDENTS USER

MODULE

1. Beginning with Student Records


1.1 Understanding Student Records Integrations
Student Records enables us to enter,
track, and process academic
information of students.
Student Records integrates with the entire
Campus Solutions product.
Because our system is integrated,
we should understand how our
actions in Student Records can affect
other modules.

1.2 Understanding Student Records Structure


From a Student Perspective, the
structure of PeopleSoft Student
Records looks like this.

From an Institutional Perspective, the


structure of PeopleSoft Student Records
looks like this.

1.3 Viewing Student's Biographical Data


Step1: Navigate to the Add/Update a
Person page.
Home>Campus
Community>Personal
Information(Student)>Add/Update a
Person
Step2:
Click Find an Existing Value
Enter Student ID.
Click Search button.

Step3: Use Biographical Details


page to update following information.
Marital Status
Gender
National ID
Click Save button to make changes
effective.

Step4: Click Names link to update


names.

Step5: Use Names page to update


following information.
First Name
Middle Name (Optional)
Last Name
Do the following.
Enter Effective Date,
Select Name Type to be
updated,
Make changes in First, Middle, or
Last Name,
Click Submit,
Click OK. This will get you back
to Biographical Details page.
Click Save
Important: System would not allow
having two names with same
effective date.

1.4 Viewing Student's Phone Numbers


Take the following steps to add a
students Phone Number.
Step1: Navigate to the Phones
page.
Home>Campus
Community>Personal
Information(Student)>Biographical
(Student)>Addresses/Phones>Phon
es
Step2:
Enter Students ID.
Click Search button.
Step3: On Phone Numbers page, do
the following.
Select Phone Type **.
Enter Phone Number.
Mark Preferred one (if multiple).
Click Save button.
** Usually we record Mobile Phone
Number for Students and mark it as
Preferred one.

1.5 Viewing Student's Addresses


Take the following steps to add a
students Mailing Address.
Step1: Navigate to the Addresses
page.
Home>Campus
Community>Personal
Information(Student)>Biographical(St
udent)>Addresses/Phones>
Addresses
Step2:
Enter Students ID.
Click Search button.
Step3: On Addresses page, do the
following.
Select Country.
Select Address Type **.
Click Edit Address link.
** We will only use Mailing and
Permanent Address Types.

Step4:
Use Address1 & Address2 fields
(55 characters each including
commas and spaces) to record
Students Address.
Enter Province or State
whichever is applicable for the
Country.
Select City code from available
list.
Click OK.

Step5: Click Submit button.

Step6: Click Save button.

2. Viewing Student's Program Information


2.1 Viewing Student's Graduation Year
Students Graduation Year attribute is maintained at students Program Plan component. Following steps will guide you how
to update the graduation year.
Step1: Navigate to the Student
Program/Plan page.
Home>Records and Enrollment> Career
and Program Information>
Student Program/Plan

Step2: Enter following information to


view a students Program Plan
Information.
Student ID
Or
Last Name, First Name
Click Search button.
Search results will be displayed in a
list. Click on the one that requires a
change

Step3: Use the Student Program


page to to add a new row in the
students Program /Plan record.
Click Include History if it is enabled.
Click on the + sign to add a new row
Enter Effective date for the action.
Select Program Action of Data Change.
Select Action Reason of Graduation
Year Change

Step4: Use the Student Attribute


page to Enter/update Graduation
Year.

Select Student Attribute from the


lookup.

Select Student Attribute Value


from the lookup.
Click Save to make the changes
effective.

2.2 Viewing Student's Program Campus and Academic Load


If a students academic load is changed e.g. a full-time student decides to take up part-time load, following step will be
followed to change the academic load of the student.
Step1: Navigate to the Student
Program/Plan page.
Home>Records and Enrollment> Career
and Program Information>
Student Program/Plan

Step2: Enter following information to


view a students Program Plan
Information.
Student ID
Or
Last Name, First Name
Click Search button.
Search results will be displayed in a list.
Click on the one that requires a
change

Step3: Use the Student Program


page to update Campus and/or
Academic Load information
Click Include History if it is enabled.
Click on the + sign to add a new row
Enter Effective date for the action.
Select Program Action of Data Change.
Select Action Reason of Campus Change.

Select Campus to be updated from the


campus lookup.
Foreign Campus will be used only for
students whose fee is to be charged
as a foreign student. For all other
students default campus will be used.
Click Save to make the changes

To change Academic Load:


Click Include History if it is enabled.
Click on the + sign to add a new row
Enter Effective date for the action.
Select Program Action ofata
Change.
Select Action Reason of Academic
Load Change
Select Acad Load to be updated
from the Acad Load lookup.
Academic Load can be Full-time
(Default), Part-time (for students
enrolled in the program as Part-time
students, Visiting ( student taking
courses as visiting or elective )
Click Save to make the changes
effective.

2.3 AKU Report: Generating List of Students


User can generate a list of students in a particular program by their graduating year.
Step1: Navigate to the Query Viewer page.
Home> Reporting Tools>Query>Query

Viewer
Step2: Enter the Name of the Query
AKU_SR_STUDENT_BY_GRAD_YEAR. Click
Search button.
Step3: Search results will be shown in a grid
below, Click on the Excel link to open the
report in Excel file format.
A Screen would appear which will
show prompts for the report criteria.
Step4: Select or enter following run
parameters.

Institution
Career
Academic Program
Graduation Year

Click View Results button.


An excel file will open with the data as
per the report criteria entered.

3. Viewing Courses' Schedule


3.1 Scheduling a New Course
At the beginning of each academic term, we need to schedule courses that are being offered in that particular term. In order
to schedule a course in a term, we need to know Term Code and Course Catalog Number. As a result, system
generates a four-digit Class Number for every scheduled course which will later be used for students enrollment.
Following diagram depicts that a Class is an instance of a Course in a Term, a Class has Start/End Dates, and
Instructors are attached to a Class who will later grade the enrolled students.

Start/End Dates
Term
Course
Step1: Navigate to the Schedule New
Course page.
Home>Curriculum
Management>Schedule of
Classes>Schedule New Course

Step2: Enter Term code in which you


want to schedule the class and enter
Course Catalog Number or Course
ID for which new class is required to be
scheduled.

Click Search button.

Step3: On class Basic Data page:


Select Regular Academic Session.
Enter a unique alphanumeric
designator as Class Section.
Modify Class Start/End Date if
different from Term/Session Start/End
Date.

Clas
s

Instructors

3.2 Maintaining Assignment Data


After scheduling a class of a course with an assignment, we need to create class assignment data via Faculty Center.
These steps are required to be taken by person who has access to Faculty Center and has been assigned as an
Instructor to the class with required Permissions to grade the class.
Step1: Navigate to the My Schedule page.
Home>Self Service>Faculty
Center>My Schedule

Step2: Select the Class for which


assignments are required to be created by
clicking Class Assignments link.

Step2: On Class Assignments page, do the


following.
Keep "Allow Students to View
Grades" option unchecked if you
want the system NOT to display
the student's grade for this
assignment through the Student Center.
We may also want to leave this check box
cleared until we have
entered grades for all students in a
class. That way one student does
not see an assignment grade
before another student sees it.
Click Save to create class
assignment data. Saving this page
is a mandatory action to make the
assignment available for grading via
Gradebook.

3.3 Course Catalog View


Courses information can be viewed from Course Catalog page. Details to search and view courses are given below.
Step1: Navigate to the Course Catalog
Search page.
Home>Curriculum
Management>Course Catalog>Course
Catalog

Step2: Select Institution and any other


search field(s).
Click Search button.

All courses would be displayed based on the


security and search fields.
Step 3 : Select course to view details

Course information would be displayed.


Only selected users would be allowed to
Enter/Edit course catalog data.

3.4 AKU Report: Program Class Schedule by Term


Once all courses have been scheduled in a given term for an academic program, we can generate and print classes
schedule for a term for a program.
Step1: Navigate to the Program Class
Schedule By Term page.
Home>Records and Enrollment>AKU
Reports>Program Class Schedule By
Term

Step2: Select an existing Run Control ID or


create a new one.
Step3: Select or enter following run
parameters.

Institution
Career
Academic Organization / Program
Term

Click Run button.

Step4: Click OK button.

Step5: Make sure that Run Status is


Success and Distribution Status is Posted.
Click Go back to Program Schedule
By Term link

Step6: Click Report Manager to view


the report output.

Step7: Click Report description to


see the report output in Excel format.

3.5 Viewing Student Terms

Step1: Navigate to the Student


Term Search page.
Home> Records and
Enrollment>Career and Program
Information>Student Term Search

Step2: Enter following information to


view a students Term Information.
Student ID
Institution
Academic Career

Click Search button.


The student Term Search page will
appear. The page will show all the
terms the student is activated in.

3.6 AKU Report: Students List by Term


User can generate a list of students activated in a term of a particular program. This report would also provide term
withdrawal and academic standing information.

Step1: Navigate to the Query Viewer


page.
Home> Reporting

Tools>Query>Query Viewer
Step2: Enter the Name of the Query
AKU_SR_TERM_STUDENTS. Click Search
button.
Step3: Search results will be shown
in a grid below, Click on the Excel link to
open the report in Excel file format.
A Screen would appear which will
show prompts for the report criteria.
Step4: Select or enter following run
parameters.

Institution
Career
Term
Academic Program

Click View Results button.


An excel file will open with the data
as per the report criteria entered.

4. Managing Student Enrollments


4.1 Enrolling Students Individually
At the beginning of each academic term, we need to enroll students into courses scheduled in a given term. To enroll a
student in a course scheduled in a given term, we must know Student ID, Term Code, and Class Number(s).
Following diagram depicts the relationship between Student, Term, and Classes. Student is enrolled in a Class which is
scheduled in a given Term.

Student

Term

Class

Class

Class

Following steps will guide us for how to enroll an individual student in one or more scheduled courses (or classes)?

Step1: Navigate to the Enrollment


Request page.
Home>Records and
Enrollment>Enroll
Students>Enrollment Request
Step2: Select or enter following
information to add a new enrollment
request.
Student ID
Student Career
Student Term
Click Add button.

Step3: Use Enrollment Request page


to enroll a student in one or more
classes. To enroll a student in
classes, we must know the Class
Numbers of the scheduled classes in
that specific term.
We must note that:
Request ID is initially
0000000000.
Request Status is Pending
Action is Enroll
Just enter Class Nbr of the class in
which we want to enroll the student
and press <Enter> key.
Note: We can enter multiple Class
Numbers on the same enrollment
request in order to enroll the student in
multiple classes in one go.
Step4: Click Submit to save and
process the enrollment request.
After submitting the request, we must
note that:
Request ID has been generated.
Request Status is Success

4.2 AKU Report: Class Roster


Once all students have been enrolled in an scheduled course, we can generate and print class roster.
Step1: Navigate to the Class/Grade Roster
page.
Home>Records and Enrollment>AKU
Reports>Class/Grade Roster

Step2: Select an existing Run Control ID or


create a new one.

Step3: Select or enter following run


parameters.

Institution
Career
Term
Class Nbr
Roster Format Class Roster

Click Run button.

Step4: Click OK button.

Step5: Make sure that Run Status is


Success and Distribution Status is Posted.
Click Go back to Class/Grade Roster
link

Step6: Click Report Manager to view


the report output.

Step7: Click Report Description link


on Administration Page to see the
report output in Excel Format.

4.3 Viewing Student Enrollment Summary


Step1: Navigate to the Enrollment
Summary page.
Home>Records and
Enrollment>Enrollment
Summaries>Enrollment Summary
Step2: Enter following information to view
course enrollments of a student in a term.
Student ID
Student Career
Student Term
Click Search button.

Step3: Following key information is


displayed on the Enrollment
Summary page.

Class Nbr
Course Catalog Number
Course Title
Enrollment Status
Grading Basis
Credit Hours

4.4 AKU Report: Students enrollment list by Program term


User can generate a list of students enrolled in classes for a particular program term. This report would provide
student enrollment information along with enrollment status, repeat code and transcript note attached to student.

Step1: Navigate to the Query Viewer


page.
Home> Reporting

Tools>Query>Query Viewer
Step2: Enter the Name of the Query
AKU_SR_TERM_STUDENTS_ENRL. Click
Search button.
Step3: Search results will be shown
in a grid below, Click on the Excel link to
open the report in Excel file format.

A Screen would appear which will


show prompts for the report criteria.
Step4: Select or enter following run
parameters.

Institution
Career
Term
Academic Program
Student ID (optional)

Click View Results button.

An excel file will open with the data as


per the report criteria entered.

5. Grading Students
5.1 Generating Grade Rosters
At the end of each Academic Term, student grades for enrolled courses are entered into the system. Following diagram
illustrates the grading process

Student

Term

Class

Class

Class
Official Grade

Grade Roster

Gradebook

Grade Input

Scores Input

Generating Grade Roster for a Class is a pre-requisite for entering students grades in that class. Grade rosters are
generated for each class scheduled in a term.

5.2 AKU Report: Blank Grade Roster


Once all students have been enrolled in a scheduled course, we can generate and print blank grade roster for marking
and grading outside the system. Usually, this is done at the end of each term for all courses of that term individually.
Step1: Navigate to the Class/Grade Roster
page.
Home>Records and Enrollment>AKU
Reports>Class/Grade Roster

Step2: Select an existing Run Control


ID or create a new one.

Step3: Select or enter following run


parameters.

Institution
Career
Term
Class Nbr
Roster Format Blank Grade
Roster

Click Run button.

Step4: Click OK button.

Step5: Make sure that Run Status is


Success and Distribution Status is Posted.
Click Go back to Class/Grade Roster
link

Step6: Click Report Manager to view


the report output.

Step7: Click Report Description link


on Administration Page to see the
report output in Excel Format.

Step 8: Take printout of this Blank


Grade Roster for filling it outside the
system.

5.3 Entering Scores using Grade Book (by Registrar's Office)


To use Grade book to enter
student scores for a class, the user
must be:
a) Defined as instructor for
the class.
b) Given appropriate access
to Grade, Approve or Post the
class Grade Roster.

Step1: Navigate to Faculty Center


My Schedule Page
Home> Self Service> Faculty
Center >My Schedule

Step2: On My Schedule page:


Click on Change Term Button to
select the desired term in which
the class to be graded is
scheduled.
A list of terms will appear in which
the user has been assigned
instructor in any class.
Select the appropriate term and click
Continue.

This page would appear in which


all the classes will appear that the
user is assigned in the selected
term.
Step4: Locate the class for which
the scores are to be entered. Click
on the Gradebook icon.

Class Gradebook page would


appear for that class.
The page will show all students
enrolled in that class along with
their ID and a box to enter the final
score for the student

Step5: Enter each students final


overall score for that class.

Note: Make sure that scores are


entered as whole numbers only.

Step6: Click on the Save button to


save the records.

Step7: Click on the Cumulative


Grades tab to check the grades
assigned

The cumulative Grades tab


displays the grades assigned to
the student on the obtained score.
The grade is based on the grading
basis already defined for the
assignment.

5.4 Submitting Grades from Gradebook to Grade Roster (by Registrar's Office)
To use Gradebook to submit student
scores to Grade Roster for a class, the
user must be:
a) Defined as instructor for the
class.
b) Given access to Post the class
Grade Roster.
See: Maintaining Class Instructors
Step1: Navigate to Faculty Center My
Schedule Page
Home> Self Service> Faculty Center
>My Schedule
Step2:Select the desired Term by
clicking Change Term
Step3: Locate the class for which the scores
are to be entered. Click on the Gradebook
icon.
On the Gradebook page Class
Gradebook tab will be displayed.
Step4: Click on the Cumulative
Grades tab

Step5: on Cumulative Grades tab


select Grade Roster. Choose Final
Grade Roster

Step6: Click on the update button to


transfer Gradebook grades to Grade
Roster

Click on the Grade Roster Link to view


the grades in Grade Roster. This is the
self-service grade roster page.

5.5 Entering Grades directly in Grade Roster (by Registrar's Office)


This is only applicable for courses where scores are not available and only letter grades are assigned to students.
For example, Pass/Fail courses.
To use Grade book to submit student
scores to Grade Roster for a class, the
user must be:
a) Defined as instructor for the
class.
b) Given access to Approve the
class Grade Roster.
Step1: Navigate to Faculty Center My
Schedule Page
Home> Self Service> Faculty Center
>My Schedule
Step2:Select the desired Term by
clicking Change Term

Step3: Locate the class for which the


grades are to be entered. Click on the
Grade Roster icon.

The self-service Grade Roster page will


appear. From this page user can
enter grades directly in the grade roster
without entering scores in gradebook.
This will mostly be used for courses
which are graded on the basis of Pass/
Fail or Attended/Absent e.t.c( where no
scores are applicable)

Step4: Enter grades in the Roster


Grade column for each student.
Click Save to make the changes
effective.

Grade Roster Action:


Default Approval Status will be 'Not
Reviewed'
Ready for Review :After entering the
grades the user can mark the Approval
Status as 'Ready for Review'
Approved: A status of approved is
required to finally post the grade
roster
Step5: After entering grades set the
appropriate Approval Status.
Click Save to make the changes
effective.

5.6 AKU Report: Un-posted Grade Roster


Once all students of a course have been graded, we can generate and print un-posted grade roster for verifying
entered scores and grades. This report displays scores from Gradebook and Letter Grades from Grade Roster in
system.
Step1: Navigate to the Class/Grade
Roster page.
Home>Records and Enrollment>AKU
Reports>Class/Grade Roster

Step2: Select an existing Run Control


ID or create a new one.

Step3: Select or enter following run


parameters.

Institution
Career
Term
Class Nbr
Roster Format Unposted Grades

Click Run button.

Step4: Click OK button.

Step5: Make sure that Run Status is


Success and Distribution Status is Posted.
Click Go back to Class/Grade Roster
link

Step6: Click Report Manager to view


the report output.

Step7: Click Report Description link


on Administration Page to see the
report output in Excel Format.

Step 8: Verify that scores and letter


grades on this un-posted grade roster
matches with the one you filled outside
the system. This is to ensure that
scores and letter grades have been
entered into the system correctly.