· Web viewBusiness Process Guide For Department Staff June 2010 TABLE OF CONTENTS Topic Page Overview 3 Prerequisites 4 Elements of the Program/Plan Stack 6 Concepts to Know 7 Navigation

Changing Majors, Minors, and Sub-Plans

Business Process Guide

For Department Staff

June 2010

TABLE OF CONTENTS

Topic Page

Overview...............................................................................................................3Prerequisites........................................................................................................4Elements of the Program/Plan Stack.................................................................6

Concepts to Know........................................................................................................................ 7Navigation.................................................................................................................................... 9Program Plan Stack: “Student Program” Tab Elements.............................................................13Program Plan Stack: “Student Plan” Tab Elements....................................................................14Program Plan Stack: “Student Sub-Plan” Tab Elements............................................................15

Procedures.........................................................................................................17Change a Major..........................................................................................................................18Change a Program and Plan......................................................................................................23Add a Minor................................................................................................................................ 28Delete a Minor............................................................................................................................ 33Working with Majors That Have Sub-Plans................................................................................37Delete a Sub-Plan......................................................................................................................42

Notes on Concurrent Degrees and Certificates..............................................47Next Steps.........................................................................................................48Document History..............................................................................................49

Copyright 2010 – Arizona State University Page 2 of 51Updated 9/10/2010


OverviewThe purpose of this guide is to illustrate the steps used by Academic Advisors to help students:

• Change a plan • Change a program and a plan• Add a minor• Remove a minor• Add a sub-plan

Throughout this document, the term “plan” will be used to describe both student majors and minors (See “Concepts to Know” on Page 5).


Prerequisites In this course you will learn about TOPIC. In order to do the activities you will learn in this class, you will need to apply for a PeopleSoft Security Role. (see the “next steps” section at the end of this class.)

In order for that role to work, however, you need to have two other security roles as well. These roles are:

SR Standard Student Pages View and SR Catalog Schedule View

Helpful websites

How to see what PeopleSoft Security Roles you have now

How to apply for a PeopleSoft Security Role (FAQs)

Required Training

These roles require that you complete the FERPA refresher online class.

To attend the online, self paced class, follow these directions:

1. Open a web browser (internet explorer, mozilla firefox, safari) Go to this url: http://blackboard.asu.edu

2. Sign in with your ASURITE ID and password Click on the “Courses” tab Search for FERPA, click “Go” Click on the double down arrow next to the ID for the class Click on “enroll” Click on “Submit” Click on “OK” The class will start. You can return to the class at any time by clicking on the “Courses” tab and clicking on the class title in the “My Courses” box.

To attend training in-person, follow these directions:

1. Open a web browser (internet explorer, mozilla firefox, safari) Go to this url: http://dlt.asu.edu/workshop

2. Look through the list to find the class Click on the “enroll” button. (you may need to log in with your ASURITE ID and password)


http://dlt.asu.edu/workshop

http://help.asu.edu/PeopleSoft_Access_FAQ

http://help.asu.edu/node/140

Recommended Training

We recommend that you complete the Advising 101 class.

To attend the online, self paced class, follow these directions:

1. Open a web browser (internet explorer, mozilla firefox, safari) Go to this url: http://blackboard.asu.edu.

2. Sign in with your ASURITE ID and password

3. Click on the “Courses” tab and Search for Advising 101

4. click “Go”, then click on the double down arrow next to the ID for the class

5. Click on “enroll”

6. Click on “Submit” then click on “OK”. The class will start. You can return to the class at any time by clicking on the “Courses” tab and clicking on the class title in the “My Courses” box.

To attend training in-person, follow these directions:

1. Open a web browser (internet explorer, mozilla firefox, safari) Go to this url: http://dlt.asu.edu/workshop.

2. Look through the list to find the class Click on the “enroll” button. (you may need to log in with your ASURITE ID and password)

If you don’t find Advising 101 listed, email [email protected] to request a session.


http://dlt.asu.edu/workshop

http://blackboard.asu.edu/

Elements of the Program/Plan StackThis section of the guide is designed to help you get acquainted with the elements of PeopleSoft that are used to change a student’s program and/or plan. It will teach you:

Concepts to know Navigation Student Program Tab Elements Student Plan Tab Elements Student Sub-Plan Elements Program Actions for Department Staff Other Program Actions You May Encounter


Concepts to KnowPlan: A term used to describe both majors and minors

Sub-Plan: A concentration, specialty, or area of emphasis within a Plan.

Program: A term used to describe the student’s college and career (graduate or undergraduate)

Program Action: Program Actions are used to make changes to a student’s academic record. As an advisor you will use the Program Change (PRGC) action and/or the Plan Change (PLNC) action.

Program Action Reasons: For advisors, the Program Action Reason is always Student Request (STRQ)

Program Plan Stack: In PeopleSoft, the “Program Plan Stack” is the area where advisors change a student’s major or minor (called a “plan”). Each row within the stack represents a change that has been made. These rows are “stacked” on top of each other and can be viewed by clicking the “view all” tab in the upper right-hand corner of the Student Program or Student Plan pages (See “page elements” on page 9).

Change of Major: If the new plan is within the same Academic Program (college) as the plan that is already on the system, then use the process for a Plan Change (see page 18). If the new plan is within a different Academic Program than the plan that is already on the system, then use the process for a Program Change (see page 22).

Change of Minor: This is a Plan Change action. The processes to add and delete a minor are located on pages 24 and 29, respectively.

Concurrent Degree: The Graduation Office will handle all concurrent degrees, as they must be petitioned for by students.

Matriculation: Term used to describe a person who has completed all necessary steps to become an active student in an academic program


Effective Date: The effective date is the date that your change will take effect. If you put in today’s date, then the change will happen immediately. You can put in dates in the past (called back dating) or in the future (future dating). There are two important concepts about the effective date:

If your change is going to affect a student’s course prerequisites or advising requirements, your effective date must be before the start of the semester. For example, if the Fall semester starts on Aug 20 and you want your change to effect that semester, then your effective date must be before Aug 20.

Each change that you make must have a date after the previous change. For example, if you make a change dated August 19, the next change must be after August 19.

Notice that it is possible to get “boxed into a corner” where you run out of effective dates between the previous change and the start of the semester.

To prevent this, we suggest making the first change you do with a student start with one of these “best practice” dates. They are dates far enough in advance of the semester start to allow for many changes. The best practice dates are: Fall August 1

Winter December 1Spring January 1Summer (all sessions) May 1


NavigationAccess the PeopleSoft system at this address: https://hrsa.oasis.asu.edu

Log in using your ASURITE ID and Password

To view student records and edit programs/plans, click on the Student Services Center option located under Campus Community in the drop-down menu on the left-hand side of your monitor.


https://hrsa.oasis.asu.edu/

Next, search for the student using either their 10-digit ASU Affiliate ID or first and last name. Click Search

Once you have located a student’s information, you can access the Program/Plan Stack by clicking on the Academics tab located in the upper right-hand corner.


Note: If preferred you may also search using the Campus ID (993…) or the student’s National ID (social security number).

The Academics page will look like this:

Click on the Edit Program Data button to access a student’s program plan stack.

Warning: Students may have more than one career/program displayed. This can happen if a student has a discontinued program or is in more than one (a concurrent degree). Each program link will have a separate career number

and program / plan stack.”

Example: Here is a screenshot of a student with more than one career number. In this instance the career number with a value of 0 is the discontinued degree, however students will sometimes have more than one active degree. You must check the status under each link to ensure that you are making changes to the correct active program.


The second link is the correct degree, as it has a status of “active”

For future reference, the following is the path to a student’s program plan stack:

Path: Campus Community Student Services CenterSearch for Student Academics Tab Edit Program/Plan


Program Plan Stack: “Student Program” Tab Elements

Status: Indicates the high-level relationship that the student has with the academic program specified on a given row as of the effective date of the row. The program status must be Active in Program for the student to enroll.

Effective Date: This is the date on which the program becomes effective. If the change has impact on advising rules or requisites, (ex: changing a major so that a student can take a class that is only for people in that major), then set the effective date prior to the semester. Use the best practice dates listed on page 5 of this document.

Program Action: Set this field to change program or major using either PRGC (Program Change) or PLNC (Plan Change)

Action Reason: Indicates why a particular program action was taken. For advisors, the action reason is always STRQ (Student Request).

Requirement Term: This is the catalog year.

Expected Grad Term: This is the term in which the student expects to graduate from the specified academic program. The field value will appear only after the student applies for graduation.

Campus: The campus on which the student will be active in the specified academic program.

Student Career Nbr: Differentiates multiple academic programs within the same academic career. The default value is zero. Students with concurrent degrees will have more than one career number


Program Plan Stack: “Student Plan” Tab Elements

Requirement Term: This is the catalog year.

Academic Plan: Term used to describe the major or minor of a student.

Declare Date: The date that the student declares the academic plan. The system, by default, displays a date equal to the effective date of the latest program action with a status of Active in Program. You can override this value.

Advisement Status: Determines how the advisement engine processes the academic requirements groups that you have linked to the student’s program structure. Select from the following options an academic advisement status for the student:

Include: Ensures that all requirement groups that match this structure are pulled into an audit.

Not Include: Ensures that all requirement groups that match this structure are not pulled into an audit.

Optional: Pulls in requirement groups that match this structure, but will not prevent the overall audit from going complete if unsatisfied.


Program Plan Stack: “Student Sub-Plan” Tab Elements

Requirement Term: This is the catalogue year

Academic Sub-Plan: Term used to describe the certificate or area of emphasis that the student is pursuing


Program Actions for Department Staff:

Program Action Explanation/UseSystem Updates Program Status To Additional Steps Required

PLNC (Plan Change)

Use to change the plan within the same career and program or to add a minor.

No status effect. None

PRGC (Program Change)

Use to change the program and plan within the same career.

No status effect. None

Other Program Actions That You May Encounter:

Program Action Explanation/UseSystem Updates Program Status To Additional Steps Required

DGAP (Applied to Graduate)

The student has submitted an application for Graduation

Applied Contact the Graduation office prior to making any changes to degree or major if this is the top row.

DISC (Discontinuation)

A student decides not to pursue a concurrent degree, and that Plan was the student’s only active Plan in a particular Program, or Term withdrawal prior to the beginning of the term.

Discontinued For term withdrawal, recalculate tuition before you post the discontinuation.

DISM (Dismissal) A student is disqualified for academic reasons.

Dismissed If the student is enrolled in future classes post the withdrawal on the student Withdrawal page, uncheck the Eligible to Enroll box on the Term Activation page, and add a negative Service Indicator.

LEAV (Leave of Absence)

A student is approved to take a leave of absence (may be used for military activation).

Leave of Absence Add a RLOA action for the Term the student plans to return. If the student is enrolled in future classes post the withdrawal on the student Withdrawal page, and uncheck the Eligible to Enroll box on the Term Activation page.

MATR (Matriculation)

A person has completed all necessary steps to become an active student in an academic program.

Active Activate the student into the academic program.


ProceduresThis section of the process guide is designed to teach you the step-by-step procedures used in PeopleSoft to:

Change a Major

Change a Program and Major

Add a Minor

Delete a Minor

Add a Sub-Plan


Change a Major Path: Campus Community Student Services CenterSearch for Student Academics Tab Edit Program/Plan

Step 1 Search for student

Step 2 Click on the Academics tab


Change a Major (cont…)

Step 3 Select the correct degree

Step 4 Check the Status Check the student’s status to verify that it is active.

Step 5 Edit Program Data Click on Edit Program Data

Step 6 Add a new row Select the to add a new effective-dated row.


Change a Plan (cont…)

Step 7 Enter or update these fields:

Effective Date Choose a date prior to the start of the semester in which you wish the program action to take place. Once you save a row you cannot change the effective date so carefully consider the effective date before you save your changes.

Program Action PLNC (Plan Change)

Action Reason STRQ (Student Request)

Requirement Term Catalogue year

Campus Enter the campus on which the student will be active in the new academic plan.

Step 8 Student Plan Select the Student Plan tab.


Hint: If you do not know the program action abbreviations, you

can use the icon to search for all program actions in each field

Change a Plan (cont…)


Requirement Term Enter the same Term as the Requirement Term on the Student Program tab

Academic Plan Type the new Academic Plan over the old plan displayed on the page, or select and choose the new plan from the list.

Step 9 Save Save your changes by clicking “OK”

Step 10 Check for errors You will be returned to the Academics tab. Check to make sure that your changes took effect



Note: If you do not see changes on this page, it is possible that you either hit “cancel” before saving changes or you future dated the effective date

Change a Program and Plan



Step 2 Click on the Academics tab


Change a Program and Plan (cont…)



Step 5 Edit Program Data Click on Edit Program Data



Step 6Add a new row Select the to add a new effective-dated row.





Effective Date Choose a date prior to the start of the semester in which you wish the program action to take place. Once you save a row you cannot change the effective date so carefully consider the effective date before you save your changes

Program Action PRGC (Program Change)



Campus Enter the campus on which the student will be active in the new academic plan.



Requirement Term Enter the same Term as the Requirement Term on the Student Program tab

Academic Plan Type the new Academic Plan over the old plan displayed on the page, or select and choose the new plan from the list.




Step 11: Check for errors You will be returned to the Academics tab. Check to make sure that your changes took effect



Add a MinorPath: Campus Community Student Services CenterSearch for Student Academics Tab Edit Program/Plan


Step 2 From the Student Center page, click on the Academics tab



Step 5 Edit Program Data From the Academics tab, click on Edit Program Data


Add a Minor (cont…)














Step 9 Select the + to add a new row, so you will keep the existing Plan and add a new Plan.

Step 10 a. Requirement Term * Enter catalog year for new Minor

Step 10 b. Academic Plan Enter the Academic Plan for the new Minor or select and choose one from the list.



*Note: the requirement term for the new Minor does not have to match the requirement term of the major





Delete a MinorPath: Campus Community Student Services CenterSearch for Student Academics Tab Edit Program/Plan







Delete a Minor (cont…)














Step 9 Delete the minor Select to delete the minor

Step 10 Save Save your changes by clicking “OK” Step 11 Check for errors You will be returned to the Academics tab. Check to make sure that your changes took effect



Working with Majors That Have Sub-Plans

Some Plans require a Sub-Plan, or an area of concentration. For example, BIS students will have one Major and a Sub-Plan that further defines their degree. This demonstration will show you how to change a BIS student’s major and accompanying Sub-Plan.





Working with Sub-Plans (cont…)



Step 6 Add a new row From the Student Program Tab, select the icon to add a new effective-dated row.









Step 7 Student Plan Click on the Student Plan Tab.




Requirement Term: Enter the requirement term of the Plan.

Academic Plan: Type the new Academic Plan over the old plan displayed on the page, or select and choose the new plan from the list.

Step 9 Student Sub-Plan Click on the Student Sub-Plan Tab




Requirement Term: Enter the requirement term of the Sub-Plan (see note)

Academic Plan: Type the new Sub-Plan into the field, or select and choose from the list of Sub-Plans that correspond to your chosen Plan.

*Adding a second Sub-Plan If you want to add a second Sub-Plan, click the icon and follow step 10 again before continuing to step 11




**Note: the requirement term for the Sub-Plan does not have to match the requirement term of the Plan.

Delete a Sub-Plan

Some majors are generic and require an area of concentration to define their major. These areas of concentration are called sub-plans. A student can have one or more sub-plans. If a student has more than one sub-plan, and you want to remove one, follow the steps in this section.

Note: you cannot delete both Sub-Plans without replacing at least one of them. For example, if you were to delete both a Tourism and Theatre concentration from a BIS student’s Plan, they would have no concentration to define their Major.





Delete a Sub-Plan (cont…)



Step 6 Add a new row From the Student Program Tab, select the icon to add a new effective-dated row.










Step 8 Student Sub-Plan Click on the Student Sub Plan tab.

Step 9 Select View All If more than one row is listed in the Student Sub-Plan Stack, click on the View All link to display all Sub-Plans.

Step 10 Select and delete Sub-Plan Locate the Sub-Plan that you wish to delete and select

Step 11 Click OK You will see the following message. Click OK to continue.


Step 12 Save You will be returned to the Sub-Plan Stack. Save your changes by clicking “OK”



Notes on Concurrent Degrees and CertificatesAs of December 2007, Concurrent Degrees and Certificates are still being handled directly by the Registrar’s office. If you need to set up either a concurrent degree or a certificate, please contact the Registrar’s office.

Certificates are a type of Sub-Plan, but they do not function like areas of concentration in PeopleSoft. To add a certificate to a student’s record you must follow the following steps:

1. fill out the Undergraduate Certificate form for the student, which is found online at http://students.asu.edu/forms/registration

2. Send the completed and signed form to the Graduation section of the Registrar’s Office (mail code 0312, or fax 480-965-3628) and they will update the student’s record.

3. The result will be a separate program/plan stack for the certificate. Use the same form to

delete a certificate, but check the “remove” instead of the “add” box.


http://students.asu.edu/forms/registration

Next Steps

Now that you have completed this course, you need to apply for a security role in PeopleSoft in order to see these same screens when you log into the system.

The role you need to apply for is: ROLE NAME

Helpful Links:How to see what PeopleSoft Security Roles you have now

How to apply for a PeopleSoft Security Role (FAQs)


http://help.asu.edu/PeopleSoft_Access_FAQ

http://help.asu.edu/node/140

Document History

Date Action Updated Pages

10/31/06 1st draft 40

11/2/06 2nd draft 41

12/7/06 Corrected references to effective dates and removed correct history

4,13,14,16,17,20,23,24,26,27,28,30,33,36,39 out of 43 pages

12/21/06 Defined difference between Plan change and adding concurrent plan or minor

14 and 20 of 43 pages

1/4/07 Reordered pages 1-3 then renumbered page numbers on entire document. Added/changed content.

Reprint all of 43 pages6, 14, 16, 19, 23, 25, 30, 36 and 39

1/16/07 Recalculate tuition before you post a discontinuationThis change moved page 32 to page 33, increased total pages to 44.

13 and 31 of 44Reprint all of 44 pages

1/22/07 Requirement TermDOG filed (DOGF) or applied to graduate (DEGR)Renumbered stepsScreen shot of search page for processes covered in Advisor 201Best Practice DatesPage numbers

10, 11, 16, 17, 20, 22 and 26 16, 17, 20 and 24 of 4415, 19 and 23, 8Reprint all 47 pages

7/24/07 Leave of absence effective datesAdmit Term – should NOT change, so removed from steps and redid screen shots

44 - 467, 10, 21, 29

10/24/07 Omitted procedures for Deleting, withdrawal, readmission, discontinue,

31-46

12/02/07 Deleted procedure for concurrent degree. Added procedure for sub plan. Added info on concurrent degrees and certificates.

27 on

07/30/2010 Added new screen shots, layout, and content All


Documents

· Web viewBusiness Process Guide For Department Staff June 2010 TABLE OF CONTENTS Topic Page Overview 3 Prerequisites 4 Elements of the Program/Plan Stack 6 Concepts to Know 7 Navigation