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Programs of Study and Majors SLCM_AD_340

Programs of Study and Majors SLCM_AD_340. Course Content. Introduction Unit 1- Programs of Study and Majors Unit 2 – Change of Program Unit 3- Adding a Second Program Unit 4 – Adding Majors Unit 5 – Major Changes Unit 6 – Avoiding Errors Unit 7 – Minors and Options Course Summary.

bernard-ellison
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Programs of Study and Majors SLCM_AD_340

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  1. Programs of Study and Majors SLCM_AD_340 SLCM_AD_340 Programs of Study/Majors v12

  2. Course Content • Introduction • Unit 1- Programs of Study and Majors • Unit 2 – Change of Program • Unit 3- Adding a Second Program • Unit 4 – Adding Majors • Unit 5 – Major Changes • Unit 6 – Avoiding Errors • Unit 7 – Minors and Options • Course Summary SLCM_AD_340 Programs of Study/Majors v12

  3. Learning Objectives Upon completing this course, you will be able to: • Understand the characteristics of program of studies and majors • Change a main program of study and major • Add a second program of study • Add a major inside and outside of program of study • Change a priority 1 major • Change a priority 2 major • Avoid program of study and major data entry errors • Add a minor, option, or specialization SLCM_AD_340 Programs of Study/Majors v12

  4. Prerequisites and Roles • Prerequisites • UK_100 IRIS Awareness & Navigation • SLCM_200 Student Lifestyle Management Overview • SLCM_AD_310 Student Records SLCM_AD_340 Programs of Study/Majors v12

  5. Program of Study and Major Access • Program of Study and Major records may be accessed using either IRIS or myUK Portal • In order to change or add Programs, Majors, etc., you need: • To complete the SLCM_AD_340 Program of Study and Majors course and pass the assessment • To be designated by your college as a person with the responsibility to view, create, and change program of study and majors • To sign a Statement of Responsibility (SOR) form located at http://www.uky.edu/IRIS • 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 SLCM_AD_340 Programs of Study/Majors v12

  6. Avoiding Common Errors • It is important to enter changes or additions to Programs, Majors, Minors, Options, Specialties, and Subspecialties accurately and use the appropriate effective date • Inaccurate data entry affects: • The student’s records (possibly including student fees) • Internal University reports, such as College enrollment reports • External University reports, such as for CPE reports SLCM_AD_340 Programs of Study/Majors v12

  7. Remember the Key Date field • The Key Date is the date as of which IRIS displays, processes, or creates student data • The Key Date determines what data you see for a student • If you use the currentdate, IRIS will show you what is current for the student • You can enter a date directly into the Key Date field • NOTE: You should set the Key Date to default to the current date SLCM_AD_340 Programs of Study/Majors v12

  8. Validity • The system contains currently valid programs, majors, minors, options, specializations, and sub-specializations and ones that are no longer valid • The codes that are not valid are kept in the system since they are needed for some student’s records. • It is essential to use valid data only • If you are not sure which codes are valid, check with your Dean’s office SLCM_AD_340 Programs of Study/Majors v12

  9. Unit 1 Programs of Study And Majors SLCM_AD_340 Programs of Study/Majors v12

  10. Unit 1 – Programs of Study and Majors • Program of Study Characteristics • Major Characteristics • Missing Majors • Change History • Reminders SLCM_AD_340 Programs of Study/Majors v12

  11. Program of Study Characteristics • All students must have a valid Program of Study • Valid start and end dates can be viewed by clicking on the Program Overview icon to the right of the Program field on the Registration tab • The active Program of Study has the high date (12/31/9999) as its end date SLCM_AD_340 Programs of Study/Majors v12

  12. Main vs Additional • If a student has more than one Program of Study, only one of the programs can be designated as the Main program • All other programs should be designated as Additional • To determine which program is main, display the program’s sessional registration SLCM_AD_340 Programs of Study/Majors v12

  13. Main vs Additional - Tip • To view the program priority at a glance, set your layout on the Registration tab to show it • See Program Layout Setting –Priority v2 Quick Reference Card at: http://myhelp.uky.edu/rwd/HTML/CM/QRC_CM_PIQST00_Change_Layout_Priority_v2.pdf SLCM_AD_340 Programs of Study/Majors v12

  14. Major Characteristics • Each program of study must have a major • The Key Date value will determine the majors, minors, options, and/or specializations that are displayed SLCM_AD_340 Programs of Study/Majors v12

  15. Major Characteristics • Authorized personnel in the colleges maintain major data in IRIS on the Majors/Minors/Options tab • If your Key Date defaults to the current date, the student’s current program of study and major will display SLCM_AD_340 Programs of Study/Majors v12

  16. Viewing Majors • To see a history of changes in a student’s major within a particular Program, make sure the radio button for the program is selected and remove the Key Date SLCM_AD_340 Programs of Study/Majors v12

  17. Viewing Majors • To display a different program for the student • Click on the Drop Down List icon in the Program field to select the program, remove the Key Date and press Enter SLCM_AD_340 Programs of Study/Majors v12

  18. Viewing Majors • To view the majors for all of the student’s programs, click on the All Programs radio button and remove the Key Date • A historical view of the student’s major at a particular time based on the Start and EndDates listed SLCM_AD_340 Programs of Study/Majors v12

  19. Missing Majors • Every program of study must have at least one major associated with it for any given time period • Missing information on majors results in data collection problems and reporting errors • If no major exists, it must be created using the beginning date for its associated Program of Study SLCM_AD_340 Programs of Study/Majors v12

  20. Missing Majors Examples • Example: Program of Study with no Major • Example: Minor exists, but no Major SLCM_AD_340 Programs of Study/Majors v12

  21. Priority Examples • John Smith • Program of Study, priority 1 – BS-AS • Major, priority 1 – Chemistry • Jane Carter • Program of Study, priority 1 – BS-CI • Major, priority 1 – Communication • Major, priority 2 - Sociology SLCM_AD_340 Programs of Study/Majors v12

  22. Priority Examples • Linda Jones • Program of Study, priority 1 – BSHM-AG • Major, priority 1 – Nutr & Fd Sci-Hospitality Mgt & Tour • Program of Study, priority 2 – BSFOS-AG • Major, priority 1 – Food Science • Martin Conrad • Program of Study, priority 1 – BBA-BE • Major, priority 1 – Management • Major, priority 2 - Accounting • Program of Study, priority 2 – BS-AS • Major, priority 1 – Spanish SLCM_AD_340 Programs of Study/Majors v12

  23. Change History • You can view a list of all activities and changes to a student’s record using the Activity Documents tab • The activities are listed in date order with the most current changes at the top • The Created by column shows the User ID of the person who made the change SLCM_AD_340 Programs of Study/Majors v12

  24. Reminders • Change in Program of Study and Major may impact the advisor attached to the student • College personnel should review advisor information and update as needed • Information regarding how to add/change advisors is available on myHelp at http://myhelp.uky.edu/rwd/HTML/CM/CM_AD_310.html SLCM_AD_340 Programs of Study/Majors v12

  25. Summary • Program of Study Characteristics • Major Characteristics • Missing Majors • Change History • Reminders SLCM_AD_340 Programs of Study/Majors v12

  26. Unit 2 Change of Program SLCM_AD_340 Programs of Study/Majors v12

  27. Unit 2 – Change of Program • Effective Dates for Changes • Main Program of Study Change • Verifying the Change SLCM_AD_340 Programs of Study/Majors v12

  28. Main Program of Study Change • Some changes occur within a college • Example: BSCIE-EN (Bachelor of Science in Civil Engineering in the College of Engineering) to BSCHE-EN (Bachelor of Science in Chemical Engineering in the College of Engineering) • Other changes involve two colleges • Example: BBA_BE (Bachelor of Business Administration in Business and Economics) to BSHM-AG (Bachelor of Science in Hospitality Management) SLCM_AD_340 Programs of Study/Majors v12

  29. Main Program of Study Change • When a student’s Program of Study change involves moving from one college to another, the receiving college generally makes the change • The CM College Codes Quick Reference Card is available on the myHelp website • http://myhelp.uky.edu/rwd/HTML/CM/QRC_CM_College_Codes_v2.pdf SLCM_AD_340 Programs of Study/Majors v12

  30. Effective Dates for Changes • All undergraduateprogram, major, minor, option, specialty, sub-specialty changes must have an effective start date of the day of the change • Only exception to this policy is for those students who are changing into a fee-based program • The following table will provide the effective for fee-based, graduate, and professional school programs, etc. when making a change or addition • The end date of the prior program, major, minor, etc. delimited automatically SLCM_AD_340 Programs of Study/Majors v12

  31. Effective Dates for Changes SLCM_AD_340 Programs of Study/Majors v12

  32. Main Program of Study Change • To change a main Program of Study use the transaction code PIQST00 • Enter the student’s Student Number in the Student Number field and then press Enter to pull up the student’s records • Use the Tab List icon to select Registration SLCM_AD_340 Programs of Study/Majors v12

  33. Main Program of Study Change • Verify that the current Program is displayed in the Program field • In the New Program field, enter the code for the new Program of Study • If you are unsure of the code, use the Possible Entries icon to search for it • Click on the Change of Program button SLCM_AD_340 Programs of Study/Majors v12

  34. Main Program of Study Change • Select Transfer Registrations • In the Program Valid From field, enter the date the student will be entering the new program • Use the previous Effective Date information to determine the date SLCM_AD_340 Programs of Study/Majors v12

  35. Main Program of Study Change • The Reason field will default to Change of Program • The information in the Period section should reflect the academic year and session for the change SLCM_AD_340 Programs of Study/Majors v12

  36. Main Program of Study Change • Click on the Save icon SLCM_AD_340 Programs of Study/Majors v12

  37. Main Program of Study Change • A message box which says that the student has no valid admission for the new program may display • If the Type column shows only green or yellow symbols, it is just providing you with information; click on the Continue icon SLCM_AD_340 Programs of Study/Majors v12

  38. Main Program of Study Change • If the Type column shows a red symbol, you will not be able to make the change • Make sure the data you have entered is accurate and try to make the change again • If you are unsure or unable to make the change, contact the Registrar’s Office SLCM_AD_340 Programs of Study/Majors v12

  39. Main Program of Study Change • The system will prompt you to change the major for the new Program of Study by displaying the Maintain Academic Specializations screen SLCM_AD_340 Programs of Study/Majors v12

  40. Main Program of Study Change • Important: If the effective date for a change is a term for which the student is not registered, the system will not automatically take you to the Maintain Academic Specializations screen • Example: Effective date is 12/22/08 which is the beginning of Winter term, and the student is not registered for Winter • If this is the case, you will need to add the major manually by following the steps listed in the Adding a Second Program unit SLCM_AD_340 Programs of Study/Majors v12

  41. Main Program of Study Change • Verify that the Valid From, Academic Year, and Academic Session fields are accurate • Remember: Major changes must have a date that is the beginning of a term • Refer to the previous information in this unit to choose the appropriate date of the program change • The Valid From date should be the same date used for changing the Program SLCM_AD_340 Programs of Study/Majors v12

  42. Main Program of Study Change • Click on the first Drop Down List icon in the Module Grp Cat column and select Major • Press Enter • Click on the Assign Specialization button to get a list of valid Majors for the displayed Program of Study SLCM_AD_340 Programs of Study/Majors v12

  43. Main Program of Study Change • Note: By using the Assign Specialization button you limit the list to the valid majors for the program • If you are not sure of the validity of the major, check with your Dean’s office SLCM_AD_340 Programs of Study/Majors v12

  44. Main Program of Study Change • Double-click on the desired Major to select it • Click on the Save icon to the right of the Command field SLCM_AD_340 Programs of Study/Majors v12

  45. Main Program of Study Change • When the Information box displays, press Enter to close it • You will be returned to the Registration tab SLCM_AD_340 Programs of Study/Majors v12

  46. Verifying the Change • On the Registrations tab, click on the Program Overview icon to the right of the Program field to view the program change • Notice the change in the Program column SLCM_AD_340 Programs of Study/Majors v12

  47. Verifying the Change • Use the scroll bar at the bottom of the window to view the Start Date and End Date information • Notice that the system automatically ends the previous Program as the day prior to the begin date of the new Program • Press Enter to close the window SLCM_AD_340 Programs of Study/Majors v12

  48. Verifying the Change • When processing a main Program of Study change, do not alter the radio buttons for Main and Additional program • The system handles this designation automatically when a Program of Study is changed • If making the change for the current term, the bookings will transfer to the new program • If the student has not booked, when they register the system will create the sessional registration under the new program SLCM_AD_340 Programs of Study/Majors v12

  49. Verifying the Change • To verify that the major is accurate, go to the Majors/Minors/Options tab • In the Program field, select the new program using the Drop Down List icon SLCM_AD_340 Programs of Study/Majors v12

  50. Verifying the Change • If you do not see the major you just added, it may be due to the date in the Key Date field, especially if the Start Date is in the future • Remove the date in the Key Date field and press Enter SLCM_AD_340 Programs of Study/Majors v12

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