ISIS Overview ISIS Academic Structure Viewing Course & Class Information Student Center Admin View Quick Admit Enrollment Appointments Enrollment via

Registration-Department Training

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ISIS Overview

ISIS Academic Structure

Viewing Course & Class Information

Student Center Admin View

Quick Admit

Enrollment Appointments

Enrollment via Quick Enroll

View Student Enrollment

Agenda – Day 1

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Student Groups

Service Indicators

Transfer Credit

Term Information

Withdrawing or Canceling a Student

Term Activation

View Student Information

Managing Advisors

Advising Center

Agenda – Day 2

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A comprehensive suite of software that allows users to manage the entire student life-cycle

A browser-based system also provides users with 24/7 access to real-time information that is captured

Composed of five components and the software that ties them together:◦ Campus Solutions (The primary component)

◦ Customer Relationship Management (CRM)

◦ Electronic Document Management (Singularity)

◦ Degree Audit Reporting System (DARS)

◦ EPM/Data Warehouse

ISIS is…

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ISIS Basic Concepts – General Navigation

Main Menu

Navigation Pane Universal Navigation Header

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What you see is what you get. The folders and subfolders you see depends upon your security role in ISIS.

You can’t go Back. Do not use the back button in the upper left corner your browser to return to a previously viewed screen. Instead, click on the folder, subfolder or component you wish to reach in the Main Menu or Navigation Pane.

ISIS Basic Concepts – General Navigation

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ISIS Basic Concepts – Navigating Data

Add/Delete rows of data

Navigate to first row of data

Navigate to last row of data

Navigate between rows of data

Basic search: Allows you to enter search criteria for a single field

Advanced search: Allows you to narrow your search results by searching on multiple fields and by using a variety of search operators

In the Advanced Search view, a link to Basic Search is available

In the Basic Search view, a link to return to Advanced Search is available

ISIS Basic Concepts - Searches

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Effective Dating …

◦ Ties a specific date to rows of information in the system.

◦ Enables you to maintain a complete chronological history of all your data and tables.

◦ Keeps data maintenance and keystrokes to a minimum while maintaining its integrity (consistency).

ISIS Basic Concepts – Effective Dating

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How does Effective Dating work?

◦ When you insert a new row into an effective-dated record, the system copies the contents of the existing row into the new row so that you don't have to retype any information that might be the same.

◦ The only change to the information you see is the effective date, which defaults to the system date (usually the current date).

◦ You then can change any of the information as needed, including the effective date, to update the record.

ISIS Basic Concepts – Effective Dating

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To make the data become effective immediately: Enter the current date.

To make the data become effective in the future: Enter a future date.

The table below illustrates the relationship of future, current, and past effective dates:

Current System Date: July 12, 2009

Basic ISIS Concepts – Effective Dating

August 26, 2009 Future Rows: Data that will become effective on a future date. August 24, 2009

July 12, 2009 Current Row: Data that is effective as of the current system date and is being

used as the source of record.

March 15, 2009 History Rows: Data that serves only a historic purpose because its effective date is older than the effective date of the Current Row. January 31, 2009

January 1, 2009

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Foundation of the ISIS system

Group of setup tables that defines the University of Colorado to the system

Represent CU’s logical and physical structure.

Two interrelated parts:

◦ Structure that defines a student’s program of study (campus, college or school, major)

◦ Structure that defines courses and classes and the departments that own them

Academic Structure

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Academic Structure – Student

CU Boulder

Undergraduate

College of Arts &

Sciences

EnglishCreative Writing

Applied Physics

College of Music

Music Educatio

n

Law

School of Law

Law/Public Administration

Academic Institution

Academic Career

Academic Program

Academic Plan

Academic Sub-plan

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Academic Organizations:

◦ Units that define how an academic institution is organized

◦ Subject areas and courses are attached to academic organizations

◦ Used to structure security for the course catalog

◦ Examples: departments, schools, and colleges

Academic Groups:

◦ Highest-level division within an academic institution for administering courses

◦ Used to define catalog numbers and standard meeting patterns

◦ Examples: schools and colleges

Academic Structure – Course/Class Structure

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Subject Areas:

◦ Specific areas of instruction within academic organizations in which courses are offered

Courses:

◦ Instruction a student receives in a particular subject area

◦ Represent what is being taught, the structure for reporting, the credit awarded for successful study, and how it will be presented

Classes:

◦ Specific instances of a course at a defined time and place within a particular term

◦ Students enroll into classes

Academic Structure – Course/Class Structure

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Academic Structure – Course/Class

Academic InstitutionCU Boulder

CampusBoulder Main

Campus

Academic Organization

Spanish & Portuguese

Subject AreaSpanish

CourseAdv Spanish

Grammar

ClassSection

001 MWF

Academic GroupCollege of Arts &

Sciences

Academic CareerUndergrad

ProgramCollege of

Arts & Sciences

PlanEngli

sh

Sub-planCreative Writing

DegreeBachelor of Arts

TermFall

2010

SessionBoulder

Main Campus

Semester

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Defines each term for an institution and a career and the session(s) within those terms

Shows definition information about the term, such as:

◦ Term code

◦ Start and end dates

◦ Weeks of instructions

◦ Holiday schedule

◦ Dates term displays enrollment and shopping cart in self service

Four-digit term code structure

◦ first digit = the century (2 for 2000)

◦ the second and third digit = the year (10 for 2010)

◦ fourth digit = the term ( 7=Fall 1=Spring 4=Summer)

Term/Session Table

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Defined by:

◦ Academic Institution

◦ Academic Career

◦ Academic Term

Determine key dates in the term and associated sessions, such as:

◦ Last date a student can cancel or withdraw

◦ Census date

◦ Show enrollment or statistics on transcript

Academic Calendars

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Two ways to view Course Catalog:

◦ Browse the Course Catalog - browse courses by subject and see the description and scheduled classes for this course by term

◦ Course Catalog component - view detailed information about a course such as offerings, components, grading basis, prerequisites, and restrictions


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Course Pre-requisites and Requisites

◦ Referred to as Enrollment Requirement Groups

◦ Requisites will be built at the catalog level for fall 2010 by Academic Scheduling. These can also be built at the class level in Adjust Class Associations.

◦ Pre-requisite pilot will take place in fall 2010 for only 50 classes

◦ Pre-requisite or requisite information will show up within the long description of the course. Although the student will view this information unless these are built in ISIS no validation that a student meets these will occur in enrollment.


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Searching for classes

◦ Administrator View

◦ Student View – additional search criteria added

Identifying Continuing Education and Main Courses

◦ Session

◦ Campus


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Numbers associated with a class and assigned to students at enrollment time to override specific enrollment requirement

Allow a student to add a class

Must be used by expiration date

Do not override overall student limitation rules (such as maximum number of units)

Class Permissions

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Student Specific Permission Numbers - instructors or authorized staff can indicate the student’s ID, allowing the student to enroll without a permission number

We have asked departments to NOT use this as of “go-live” as it is easy to enroll a student in a controlled enrollment course. This was a recommendation of the academic administrators.

It was approved for some graduate departments to use these for dissertation, thesis and candidate for degree units (if they so choose).

Class Permissions

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View a roster for an individual class

Class Rosters

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Student Center/Academics

General Information

Student Center Admin View

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Used to quickly add a student to the system

Allows you to enter the students:

◦ Biographical information

◦ Residency

◦ Program/plan information

Activates student in the selected term, bypassing Admissions

Used when adding non-degree and non-credit students

Important to conduct a Search/Match to verify this person is not already in the system

Quick Admit

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Process by which a student signs up for classes within a term

Two methods:

◦ Administratively, manually for an individual student

◦ By the student, via the Student Center

Students will complete the majority of enrollment via the Student Center

Individual manual enrollment can be used to override restrictions

Block enrollment allows you to enroll a pre-defined list of students into a pre-defined set of classes

Enrollment

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Enrollment appointments define the date range in which a student can enroll

A student must have an enrollment appointment to enroll within a term

Appointments are assigned:

◦ In batch

◦ Manually

Enrollment Appointments

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Use the Student Enrollment Appointment component to assign appointments and appointment limits to an individual student

Assign Enrollment Appointments Manually

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Use the Quick Enroll component to:

◦ Add a class

◦ Drop a class

◦ Swap two classes

◦ Add a student to the wait list

◦ Remove a student from the wait list

◦ Override enrollment errors

Enrollment

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Students can change their enrollment until the add/drop deadline. Enrollment limits are set for the first enrollment period but can change during open enrollment (sometimes up to 21 units).

A student is not dropped from their current class until they get enrolled in the class they wish to swap for. Pre-requisites and reqs aren’t checked until the swap process starts.

There is no prompt that a class is for variable credit; it will just enroll the student in the minimum units unless you change the units prior to hitting the “submit” button.

Add, Drop, or Swap a Class

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If you encounter errors when enrolling a student, you can override certain restrictions to complete the add, drop, or swap

You may only override restrictions if you have the access to do this today in SIS.

Managing Enrollment Errors

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There are two types of wait lists:

◦ Automated

If a class is set up to allow wait lists, students on the waitlist will roll in automatically as space opens in the class…process will run approximately every 15 minutes

◦ Resequenced

A resequence process runs each night to resequence the students on the wait list and move students into open seats based on the wait list priorities set on the course section.

Managing Wait Lists

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Ability for students to waitlist for multiple sections of a class; if student gets enrolled in a section, they are automatically dropped from the waitlists on the other sections

Can select class to drop if student is enrolled from the waitlist

If a student doesn’t meet an enrollment requirement set at the SECTION level, student can still waitlist for the class but won’t get in. The system is only validating at the catalog level.

Managing Wait Lists

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When using the CU Wait List Reseq Class Roster you can manually:

◦ Adjust a student’s position on the wait list (resequence type waitlists only). The nightly resequencing process will adjust his or her position

◦ If course has multiple components (lecture, recitation and/or lab), user can only manually change a student’s waitlist priority on the graded component (lecture section in most cases).

Managing Wait Lists

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Use Quick Enroll

Add a Student to a Wait List

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Study Abroad enrollment requires different procedures:

◦ Will use placeholder class for 15 credits and course number will look different, STDY 1001

◦ When courses transfer back from institution attended “SA” will be added to the course coding, i.e., HIST1999SA

Special Enrollment

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There are several different methods for viewing a student’s enrollment:

◦ Enrollment Summary

◦ Student’s Schedule

◦ Enrollment Audit

View a Student’s Enrollment

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Use the Enrollment Summary component to view a student’s enrollment for a particular term

Enrollment Summary

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Three methods for viewing a student’s schedule:

◦ Student Services Center

◦ Enrollment Request (another option for enrollment)

◦ Quick Enroll

Student’s Schedule

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Use the Enrollment Request Search component to view all enrollment activity for a student within an institution

If a student did the transaction in self-service, it shows their logon under “User ID” and “self-service enrollment” under “Enrollment Request Source.”

Conduct an Enrollment Audit

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Allow you to group students that share a common characteristic (for example honors students, athletes or disability students) together for various processes

Can be used for:

◦ Tracking students

◦ Certain processes (e.g., setting enrollment restrictions on a course, assigning of enrollment appointments).

Can add or inactive students within a student group:

◦ Individually using the Student Groups component

Access to who can view and update a particular student group is controlled by security:

◦ For example, the athletic department will be the only ones who can update the student-athlete student groups

Student Groups

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Use the Student Groups component to add or inactivate a student into a student group

ASSIGN OR INACTIVATE AN INDIVIDUAL STUDENT IN A STUDENT GROUP

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Use the View Student Group By Student component to view all students in a particular Student Group

VIEWING STUDENT GROUPS

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Flags on a student’s record that either:

◦ Prevent a student from performing a task in the system

◦ Indicate that the student requires special processing.

If a student has service indicators, the appropriate icon(s) will display on most pages about that student in the system.

Positive Service Indicator: These indicate that a student requires special processing, for example foreign exchange students so they can be exempted from term activation. These indicators can not be seen by the student in Self Service.

Negative Service Indicator: These are “holds” and indicate that a student is prevented from performing certain tasks in the system. For example, a General Advising service indicator will prevent students from adding courses until the service indicator is removed.

Service indicators can be assigned to or released from an individual student manually or a group of students.

Service Indicators

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THREE METHODS:

◦ Manage Service Indicators component

◦ Service Indicator icons

◦ Audit Service Indicators component

Viewing Service Indicators

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Use this component to view a student’s assigned Service Indicators

Note that released Service Indicators will not display here

Manage Service Indicators Component

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If a student has service indicators, Service Indicator icons will appear on most pages for that student

Click the icons to view more information about that student’s Service Indicators

Service Indicator Icons

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Use this component to view the history of a student’s Service Indicators

Can view when Service Indicators were assigned or released

Audit Service Indicators Component

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Use the Manage Service Indicators component to assign a service indicator to a single student

Assign or Release a Service Indicator Manually

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Use the Student Services Center (Admin View) component to view a student’s transfer credit information

View Transfer Credit

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Use the Term History component to view statistics for a student by term, including:

◦ Enrolled GPA and non-GPA credits

◦ Transfer credit units accepted for this term

◦ Audit credits

◦ Term GPA

◦ Cumulative statistics for each term within a particular career and institution

Term History

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Use the Term History page to indicate a withdrawal or cancelation

Withdrawals will only be done for students who wish to withdraw from all classes after the census date:

◦ All classes for the term will receive a W grade

◦ A withdrawal message will print on the student’s transcript

If a student wishes to withdraw before the census date, he or she will be canceled in the term

Withdrawing or Canceling a Student

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Procedure of making admitted and matriculated students active in an academic program and plan

Student must be term activated in order to be eligible for:

◦ Enrollment

◦ Transfer credit posting to their records

◦ Tuition calculation

Students can be term activated individually or in a group

Term Activation

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Most students will be term activated using the batch process

Use the manual term activation process for individual students where necessary, for example:

◦ A student was missed by the batch process

◦ A student has returned from a leave of absence after the batch process was run

TERM ACTIVATE A STUDENT MANUALLY

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Use the CU View Students Major/Minor component to generate a report of all students within a particular major, minor, additional major, certificate, course of study, or licensure

Report can export to Excel

Printing tip within ISIS—click on print preview icon and change the screen to active pane only. change format to fit page

View Students by Major/Minor

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Use the Student Program/Plan page to view a student’s status, program, plan, and sub-plan

Use this component to add, update, or delete plans and sub plans

Registrar’s Office will be making all program changes for colleges/schools at “go live”

Business process hasn’t changed; Registrar will process forms from Dean’s Office on program changes

View a Student’s Information

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A career number is increased when a student adds another program within a career

A student can have several rows or stacks within one or multiple careers

You can’t tell which stack is active unless you open each up

Career #0 only means this row or stack was initiated first


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If a student is pursuing a BA and BFA within the same program (college/school), they will need to have two stacks, one for the BA degree carrying major and another for the BFA degree carrying major. The Registrar Office would need to add the additional stack. This needs to be set up this way in order to award the student both degrees.

For Program changes - effective date should be the 1st day of classes if the change is effective for the current term as this can impact enrollment restrictions, billing, etc. If change is effective for the next term, effective date should be the current date (or day after census if current date is before census of the current term).


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For Plan or Sub-Plan changes - effective date should be the current date if change is effective for the current and future terms.


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For those that use the degree audit, the current programs, majors and catalog years used for the audit will be based upon what is listed in SIS until DARS interfaces with ISIS in summer 2010.

Requirement Term Example: a student enters A&S in Fall 2010 but IUTs to Business in Fall 2011 with a plan of ACCT. In Spring 2012 they change their plan to FNCE.

Career Requirement Term on Student Program tab – is determined when the student originally entered an undergraduate degree program at CU Boulder (Fall 2010 remains in BUSNU).

Program Requirement Term on Student Program tab – is associated with entry to the college or school (Fall 2011 in BUSNU).

Plan Requirement Term on Student Plan tab – is determined when the major or other plan was declared (Fall 2011 or the college could update the term to when the major was declared in Spring 2012 if there are new/different requirements the student needs to follow.


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What would a BAMA look like in the program/plan stack?

◦ Student is active in both an undergraduate and graduate program/plan stack

◦ Graduate program/plan stack is created by the RO when student has earned 130 hours (or 145 for engineering students). Once the graduate program/plan stack is created, student is active in both UGRD and GRAD career stacks but is ONLY term activated in the GRAD career stack.

◦ Sub plan code for concurrent degree students (BAMAs)

= C-xxxxzzzz where xxxx is root of the undergrade plan and zzzz is root of the graduate plan, i.e., C-FNCEACCT, FNCE is undergraduate major/plan and ACCT is the graduate major/plan)

= C-xxxx where xxxx is the same root for the undergrad and graduate plan, i.e., C-ACCT, and ACCT is the undergraduate as well as the graduate major/plan


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If a student takes or returns from a leave of absence, the Student Program/Plan page is updated:

◦ When the student is going on leave:

A row is inserted to place them on leave. This makes the student inactive in his or her program, preventing the student from being term activated.

◦ When the student returns from leave:

A row is inserted indicating he or she has returned. This activates the student in the program, allowing term activation.

◦ Both of the above rows can be entered at the same time.

◦ As of fall 2010 there is no longer a program called “Time Out”. New policy in place for undergraduate students.

◦ As of fall 2010 there is a new program for graduate students called “Time Off”. Graduate students are not allowed to be out for more than two consecutive terms.

Processing a Leave of Absence

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Use the Student Advisor component to:

◦ Assign an advisor to a student

◦ Update an advisor for a student

◦ Assign a second advisor to a student

This information will display in the student’s Student Center

On the Boulder main campus, advisors will be assigned at the plan level

Managing Advisors

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Use the Advisor Center to view:

◦ A list of your advisees

◦ Their information

◦ Their Student Program/Plan

Advising Center

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Questions?

Documents

ISIS Overview ISIS Academic Structure Viewing Course & Class Information Student Center Admin View Quick Admit Enrollment Appointments Enrollment via