SIS BASICS PART B

1. 1 SIS BASICS – PART B Academic History Welcome to SIS Basics Part B. The primary objective for this training is to explain the way in which student academic history is organized in the Student Information System (SIS) At the end of this session, you will be able to look up a student’s majors and academic programs, and view and understand the “on-line transcript” for all of the student’s academic work.Welcome to SIS Basics Part B. The primary objective for this training is to explain the way in which student academic history is organized in the Student Information System (SIS) At the end of this session, you will be able to look up a student’s majors and academic programs, and view and understand the “on-line transcript” for all of the student’s academic work.

2. 2 Course Outline How a student’s academic history is organized in SIS 1. Level (primary organizing construct) 2. Awards (AKA Degrees, Certificates, etc.) 3. Majors (and Cognates, Specializations, Minors) 4. Courses and Grades (at MSU and Transfer, Repeats, etc.) We will cover four major areas in today’s session: level, degrees and awards, majors (minors, specializations, etc.), and courses and grades.We will cover four major areas in today’s session: level, degrees and awards, majors (minors, specializations, etc.), and courses and grades.

3. 3 Lesson 1: Academic Levels(Student and Course) The academic level is the most important organizing contstruct.The academic level is the most important organizing contstruct.

4. 4 Academic Levels Student Level -- the primary organizing construct for a student’s academic history (the “level” carries the credits, majors, GPA, courses, etc.) Course Level -- denotes the relative academic progression of courses (e.g., 100-200 lower level undergraduate, 300-400 upper level undergraduate) Course and Student Level use the same code EXCEPT Undergraduate and Graduate (because of the need to differentiate basic (lower) from advanced (upper) courses) There are two types of academic levels: student and course. The “student” level provides the structure for storing the courses a student takes related to a major or course of study. The “course” level provides the structure needed to denote a relative progression of courses (if needed). Currently, the progression differentiation is only needed for undergraduate and graduate level courses.There are two types of academic levels: student and course. The “student” level provides the structure for storing the courses a student takes related to a major or course of study. The “course” level provides the structure needed to denote a relative progression of courses (if needed). Currently, the progression differentiation is only needed for undergraduate and graduate level courses.

5. 5 Examples UN: student level (undergraduate) U: 100 and 200 level courses UA: 300 and 400 level courses GR: student level (graduate) G: 800 level courses GA: 900 level courses The examples show how why we needed to add separate levels for undergraduate and graduate courses as the differentiation between lower and upper division was needed.The examples show how why we needed to add separate levels for undergraduate and graduate courses as the differentiation between lower and upper division was needed.

6. 6 Another way to think about it… To visualize the notion of level, think about storing a student’s academic history in a file cabinet. Each drawer represents a student level at which the student may attend MSU. In each drawer we place majors related to the level, and To visualize the notion of level, think about storing a student’s academic history in a file cabinet. Each drawer represents a student level at which the student may attend MSU. In each drawer we place majors related to the level, and

7. 7

8. 8 The ACADLVL: Academic Level Maintenance screen is a “support” screen in SIS. You learned about support screens in SIS Basics A. The acceptable values for student and course levels are defined on this screen.The ACADLVL: Academic Level Maintenance screen is a “support” screen in SIS. You learned about support screens in SIS Basics A. The acceptable values for student and course levels are defined on this screen.

9. 9 OS ACADLVL: Academic Level The ACADLVL screen is a “support” screen (remember from SIS Basics Part I) Fields Action (Only the University Data Resource Administrator can add a new academic level code or make changes to existing codes) Academic Level Code Short Description Full Description Transcript Sequence Priority Sequence This is a fairly typical support screen that defines the codes, short and long description, and a few attributes of the codes that help SIS process records appropriately.This is a fairly typical support screen that defines the codes, short and long description, and a few attributes of the codes that help SIS process records appropriately.

10. 10 In this case, the additional attributes are extremely important to processing student records in SIS. The first we will look at is the TSCPT SEQ or Transcript Sequence code.In this case, the additional attributes are extremely important to processing student records in SIS. The first we will look at is the TSCPT SEQ or Transcript Sequence code.

11. 11 Transcript Sequence Code (TSCPT SEQ) Students may attend MSU at more than one level (over time, AND simultaneously). Attributes of the academic level (as presented on the Academic Level support table) help SIS process student academic histories that contain more than one level. One of these is the “transcript sequence” (TSCPT SEQ). It helps the system in organizing a student’s transcript when the student has attended MSU at more than one level. This code helps SIS know what to with a student’s academic history when a student has attended MSU at multiple levels over time.This code helps SIS know what to with a student’s academic history when a student has attended MSU at multiple levels over time.

12. 12 Transcript Sequence Code in Action Since the student’s file cabinet can have multiple drawers (each representing a level’s worth of work), the transcript sequence code helps SIS know in which order to display the work on a transcript. The work will display from low to high depending on the sequence code associated with the level.Since the student’s file cabinet can have multiple drawers (each representing a level’s worth of work), the transcript sequence code helps SIS know in which order to display the work on a transcript. The work will display from low to high depending on the sequence code associated with the level.

13. 13 Another key attribute is the PRTY CODE, or priority level code. This code helps SIS know what to do when a student is attending MSU at multiple levels SIMULTANEOUSLY. The most common scenario for this occurrence is when a student applies to be “dually” enrolled as an undergraduate and graduate student. This happens when the student finishes most of the requirements for the undergraduate degree, and wishes to start work on his/her graduate degree before actually graduating in their undergrad program.Another key attribute is the PRTY CODE, or priority level code. This code helps SIS know what to do when a student is attending MSU at multiple levels SIMULTANEOUSLY. The most common scenario for this occurrence is when a student applies to be “dually” enrolled as an undergraduate and graduate student. This happens when the student finishes most of the requirements for the undergraduate degree, and wishes to start work on his/her graduate degree before actually graduating in their undergrad program.

14. 14 PRIORITY CODE(PRTY CODE) To repeat, students may attend MSU at multiple levels simultaneously. SIS has no problem with this. Essentially the student can have more than one drawer of the file cabinet open at the same time. We can record, store, and organize multiple levels of work (into the appropriate “drawers”). When this happens, however, we need to know a couple of things about the student “uniquely”. 1) A “primary” level, so that we only count the student once, officially; 2) A “primary” level, for assessing the student’s fees and preparing their financial aid package. The priority code determines the “primary” level for a student in a given term. This is necessary for counting, fee assessment and financial aid.The priority code determines the “primary” level for a student in a given term. This is necessary for counting, fee assessment and financial aid.

15. 15 Priority Code in Action The priority code works similarly to the sequence code in that the “low” value associated with the level is the one that determines the primary level for the term (when two are open in the same term).The priority code works similarly to the sequence code in that the “low” value associated with the level is the one that determines the primary level for the term (when two are open in the same term).

16. 16 Lesson 2: Getting to Majors - Begin with the “end” in mind– Awards, Degrees, Certificates, etc.

17. 17 AD AWRDTYPE: Award Type A support table for defining the end result of a set of courses that combine to form a major, minor, specialization, certificate program, degree program, etc. All valid MSU “awards” are contained in this table. The first screen we will look at for discussing awards is the AD AWRDTYPE: Award Type screen. Again, this is a support screen.The first screen we will look at for discussing awards is the AD AWRDTYPE: Award Type screen. Again, this is a support screen.

18. 18 The Award Type field is the coded value for the degree, or end result of a major. The short and full descriptions are the more English descriptions. Each award exists at a level (so the system can ensure consistency with majors).The Award Type field is the coded value for the degree, or end result of a major. The short and full descriptions are the more English descriptions. Each award exists at a level (so the system can ensure consistency with majors).

19. 19 AD AWRDTYPE: Award Type (Additional Fields) PROGPURP (Program Purpose): These codes are used in reporting institutional statistics to the NCES (National Center for Educational Statistics). It standardizes the award codes across all institutions. AWD ACT (Award Active): A Y/N flag to indicate in the award is currently being offered (in conjunction with active majors) at MSU. SAM DEG (Student Aid Management System Degree): Indicates if the award denotes a first baccalaureate (this indication affects financial aid eligibility). As with other support screens, there are attributes of awards that help SIS process records correctly. The “program purpose” (PROGPURP), “award active” (AWD ACT), and “Student Aid Management System Degree” (SAM DEG), codes are the additional attributes that are associated with awards.As with other support screens, there are attributes of awards that help SIS process records correctly. The “program purpose” (PROGPURP), “award active” (AWD ACT), and “Student Aid Management System Degree” (SAM DEG), codes are the additional attributes that are associated with awards.

20. 20 Lesson 3: Majors (and Minors, and Specializations, and Thematics, and Cognates, and “Tracking Majors”)

21. 21 This screen is really a system “dump” of all majors that exists and a select group of attributes (the code, short description, college, department, level, start and end term for the major (as they are “versioned”) and the award that represents the end result.This screen is really a system “dump” of all majors that exists and a select group of attributes (the code, short description, college, department, level, start and end term for the major (as they are “versioned”) and the award that represents the end result.

22. 22 AD MAJRCODE: Major Code This screen lists ALL major codes. Use it if you know a major code, and you want any of the following attributes for the major: Short Description College (to which the major belongs) Department (to which the major belongs) Student Level (the “drawer” in which the academic work associated with the major will be stored) Start Term and End Term (as majors are versioned) Quarters – FQnn, WQnn, SQnn, UQnn Semester – FSnn, SSnn, Usnn Award (that represents the end result of the major) You will note that we have tried very hard not to build “intelligence” into major codes. The “intelligence” exists in the attributes of the majors. Again, as with previous support screens, these attributes tell SIS how to process records correctly. The student level, start and end term, and awards associated with majors are just some of the important attributes. We will learn about others a little later.You will note that we have tried very hard not to build “intelligence” into major codes. The “intelligence” exists in the attributes of the majors. Again, as with previous support screens, these attributes tell SIS how to process records correctly. The student level, start and end term, and awards associated with majors are just some of the important attributes. We will learn about others a little later.

23. 23 Lesson 4: A Brief Diversion: The “Common Unit Code”, OR, how colleges and departments are organized at MSU; AND Term Codes If you are new to MSU, you may not be familiar with how the University is organized. This organizational structure is very germane to how majors (and courses) are structured. This is a bit of a “side trip” to help you understand this structure as a necessary set of concepts to understanding majors.If you are new to MSU, you may not be familiar with how the University is organized. This organizational structure is very germane to how majors (and courses) are structured. This is a bit of a “side trip” to help you understand this structure as a necessary set of concepts to understanding majors.

24. 24 MSU Hierarchy (Simplified) The MSU Board of Trustees are elected officials. They are responsible for the overall management of the institution. The President reports to them. The two primary reports to the President are the Provost, and the Vice President for Operations. While there are some additional units reporting directly to the President, generally, the academic units (e.g., colleges and departments) report to the Provost, and the operational units (e.g., those responsible for the “physical” aspects of the University like Housing and Foods, Physical Plant, etc.) report to the VP for Operations. In SIS you are most likely concerned with the units reporting to the Provost. The MSU Board of Trustees are elected officials. They are responsible for the overall management of the institution. The President reports to them. The two primary reports to the President are the Provost, and the Vice President for Operations. While there are some additional units reporting directly to the President, generally, the academic units (e.g., colleges and departments) report to the Provost, and the operational units (e.g., those responsible for the “physical” aspects of the University like Housing and Foods, Physical Plant, etc.) report to the VP for Operations. In SIS you are most likely concerned with the units reporting to the Provost.

25. 25 Organization Structure (OS Module in SIS) Colleges Departments Colleges and Departments are key attributes of majors and courses. Sometimes, a department may “belong” to more than one college. In SIS, the College (or “MAU”, noted with a 2 character numeric code) “owns” departments (“Dept” , noted with a three character numeric code). A given department is also able to belong to more than one college.In SIS, the College (or “MAU”, noted with a 2 character numeric code) “owns” departments (“Dept” , noted with a three character numeric code). A given department is also able to belong to more than one college.

26. 26 The College of Business (MAU/college code 08) owns the departments of Information Systems, Finance, Hospitality Business, Management and Marketing.The College of Business (MAU/college code 08) owns the departments of Information Systems, Finance, Hospitality Business, Management and Marketing.

27. 27 A College with “Joint Departments” (because you may run into this when dealing with majors and/or courses) The Department of Physiology is “owned” jointly by multiple colleges: Human Medicine, Natural Science, Osteopathic Medicine.The Department of Physiology is “owned” jointly by multiple colleges: Human Medicine, Natural Science, Osteopathic Medicine.

28. 28 This is the support screen from SIS where the Departments in the College of Business are maintained. You can see the three character department code.This is the support screen from SIS where the Departments in the College of Business are maintained. You can see the three character department code.

29. 29 What is the Convention for Identifying “TERMS”? First two characters identify the academic period. FALL SEMESTER = FS; SPRING SEMESTER = SS; SUMMER SEMESTER = US. OR, if prior to fall 1992, FALL QUARTER = FQ; WINTER QUARTER = WQ; SPRING QUARTER = SQ; SUMMER QUARTER = UQ. Last two characters identify the year of the academic period: FS06 refers to Fall Semester 2006; US06 refers to Summer Semester 2006; WQ91 refers to Winter Quarter 1991. Courses, majors, academic work and many other constructs are organized in SIS by term. The term code contains both the academic period, and the year of the academic period.Courses, majors, academic work and many other constructs are organized in SIS by term. The term code contains both the academic period, and the year of the academic period.

30. 30 Lesson 3 Return from Diversion…Back to Majors With this information in hand, we are now able to explore majors in more detail.With this information in hand, we are now able to explore majors in more detail.

31. 31 AD MAJORLST: Major List This list screen allows you to enter some specific criteria (e.g., college code, department code, etc.) and retrieve a subset of the major codes that matches your criteria. For example: enter COLLEGE code 32 (Natural Science); DEPARTMENT code 574 (Mathematics); TERM code FS92 (the term for which you are seeking active majors); STU LVL code UN (the student level code for which you are seeking majors) This returns a list of all of the majors in the College of Natural Science, Department of Mathematics, active in FS92, at the undergraduate level. This is a list screen that functions much like a report where if you provide the right parameters, you are able to view all of the majors that exist for a given college, department, student level, and active term combination.This is a list screen that functions much like a report where if you provide the right parameters, you are able to view all of the majors that exist for a given college, department, student level, and active term combination.

32. 32 Insert picture of AD MAJRLIST screen with keys set: college 32, department 574, term fs92, stu lvl un When you enter a college code (in this case 32—Natural Science), and department code (in this case 574—Mathematics), Active Term code (in this case Fall Semester 2002, FS02), and Student Level (in this case UN), you are returned all of the majors that match these criteria.When you enter a college code (in this case 32—Natural Science), and department code (in this case 574—Mathematics), Active Term code (in this case Fall Semester 2002, FS02), and Student Level (in this case UN), you are returned all of the majors that match these criteria.

33. 33 AD MAJORLST: Major List A major is the embodiment of a set of course requirements. At MSU there is more than one way to achieve these requirements. You can see that Math has 2 UN majors leading to a BA degree; 2 UN majors leading to a BS degree; and 1 “additional” major. Why are there multiple ways to achieve these awards? After looking more closely at this screen, you can see that there is a great deal of possible redundancy in the way the majors look. As we look more closely at the majors (and their more detailed attributes) we will see that they are actually different)After looking more closely at this screen, you can see that there is a great deal of possible redundancy in the way the majors look. As we look more closely at the majors (and their more detailed attributes) we will see that they are actually different)

34. 34 Every UN Major has 3 Awards, 3 Ways to Get to These Awards Examples: A. Nancy Green is a Computer Science major. She takes a lot of the same math courses that John White takes and he is a Math major (code 3744). These are just a couple of examples to show the various ways students can achieve “awards” at MSU.These are just a couple of examples to show the various ways students can achieve “awards” at MSU.

35. 35 Continuing on… B. Nancy feels confident with her math abilities after the first semester, and opts to add an “additional” major in Math (3743) so that this will appear on her transcript as well.

36. 36 Yet more… C. John completes his Math degree and graduates with a BA.

37. 37 And finally… Nancy changes her mind after doing some preliminary job searching, and changes her additional math major to become a dual major (3745). Once she completes the requirements for the Computer Science major, to continue enrolling in the required math courses for her dual Math major (3745), she must obtain an override from the Math department. Nancy has clearly utilized the more flexible options associated with majors.Nancy has clearly utilized the more flexible options associated with majors.

38. 38 In Conclusion Major Codes 3743, 3744 and 3745 represent the 3 ways in which a student can achieve an undergraduate major at MSU: the “straight” major (120 credits), an “additional major” (usually represents those courses required for a specific major and does not contain lower division university requirements); a second degree major which encompasses all of the non-duplicated courses needed for the degree in the major.

39. 39 MAJORMNT for major 3744 goes here Here are the MAJORMNT: Major Maintenance screens associated with the three ways a student can achieve a Mathematics award at MSU. The first is the “straight” major (like John).Here are the MAJORMNT: Major Maintenance screens associated with the three ways a student can achieve a Mathematics award at MSU. The first is the “straight” major (like John).

40. 40 AD MAJORMNT: Math Major 3744 (Primary Major) The MAJORMNT support screen defines the major and its attributes to SIS. Majors exist at student levels. This is how we know what student file drawer to put them in. The STUDENT LEVEL is an attribute of the major (UN in this case). COLLEGE and DEPARTMENT are attributes of the major. (Telling you the college and department to which the major belong.) The AWARD (the end result of passing the requirements for this major—a BA in this case). As with the other support screens, majors have many attributes that help SIS process student records correctly.As with the other support screens, majors have many attributes that help SIS process student records correctly.

41. 41 MAJORMNT: Math Major Code 3744 (con’t) PERMITS REGN tells you if the student can register in this major on its own. In this case the “Y” flag tells you that it does. If the major is degree granting according to the AWARD TYPE, and if the PERMITS REGN flag is “Y”, then this is the PRIMARY MAJOR and the first degree of the student. HNRS COLL MAJOR in this case is “N”. This indicates if this is an Honors College major. MAJORMNT probably has the most extensive set of attributes that we will cover in training.MAJORMNT probably has the most extensive set of attributes that we will cover in training.

42. 42 More about Math Major 3744 TRANSCRIPT PRINT in this case is “Y”. This indicates that this major WILL print on a transcript. COLL APPLIC INDICATOR: the Y indicates that the college must formally admit or deny admission for the student once they’ve reached a certain number of credits. The “56” (or junior standing) is the number of required credits. Yet more attributes…Yet more attributes…

43. 43 MAJORMNT for major 3745 goes here Major 3745 represents the “Second Degree” version of the major.Major 3745 represents the “Second Degree” version of the major.

44. 44 AD MAJORMNT: Math Major 3745 (Second Degree) How is this major different than the last? The PERMITS REGN field has an “O” instead of a “Y”. This indicates that the student can register in this major with an “OVERRIDE”. If a MAJOR MAJORMNT: Math Major 3745 (Second Degree) is degree granting according to the AWARD TYPE field (e.g., BA), and permits registration with an override, then it denotes a “SECOND DEGREE” major. A student must be admitted to the second bachelor’s degree program. This shows how the attributes of the major help define it and differentiate the various types.This shows how the attributes of the major help define it and differentiate the various types.

45. 45 Math Major 3745: Second Degree For a second degree to be granted, the student must earn at least 30 credits in residence in addition to the credits required for the first degree, and meet the specified requirements of the second college and major. A student who completes the requirements for a second bachelor’s degree will receive two diplomas, one for each major.

46. 46 Majormnt for major 3743 goes here Major 3743 represents the “Additional Major” version of the math degree.Major 3743 represents the “Additional Major” version of the math degree.

47. 47 AD MAJORMNT: Math Major 3743 How is this math major different than the previous 2? Note the AWARD TYPE: ADDU This is an ADDITIONAL MAJOR, not a PRIMARY or SECOND DEGREE. The COLLEGE APPLC INDICATOR = “I”, which means it is “inactive” for this major. Completion of the requirements for the additional major will be reflected on the student’s final transcript, however, only the primary major will be designated on the diploma. Again, the attributes of the major differentiate 3743 from 3744 and 3745.Again, the attributes of the major differentiate 3743 from 3744 and 3745.

48. 48 Another Kind of UN Major: No Preference This is the “no preference” major. Students at MSU are not admitted to their major preference until they reach Junior standing. (EXCEPTION: James Madison College) They can enroll in the “no preference” major for the first 55 credits (through Sophomore standing) if they are unsure of the program they desire. Note the Action RQD Credit amount = 56, and the Coll Applic Indicator = N. These attributes tell SIS that students can only be in the “major” for 2 years. Then they must declare a real major preference that permits attendance beyond 55 credits (through Junior and Senior classes).This is the “no preference” major. Students at MSU are not admitted to their major preference until they reach Junior standing. (EXCEPTION: James Madison College) They can enroll in the “no preference” major for the first 55 credits (through Sophomore standing) if they are unsure of the program they desire. Note the Action RQD Credit amount = 56, and the Coll Applic Indicator = N. These attributes tell SIS that students can only be in the “major” for 2 years. Then they must declare a real major preference that permits attendance beyond 55 credits (through Junior and Senior classes).

49. 49 What Makes the No Preference Major Unique? The AWARD TYPE (NOHN): E.g., you can’t really get a “degree” in No Preference, but we have to track you in it for freshman and sophomore years. The “HN” indicates that you can still be affiliated with the Honors College in this major. COLL APPLIC INDICATOR = N: E.g., you can’t go beyond sophomore class (be admitted to No Pref as your upper division major) More information about the attributes of the No Preference major.More information about the attributes of the No Preference major.

50. 50 Another Kind of UN Major: Honors College At MSU, participation in the Honors College is identified as a major. The major shows on the student’s transcript, however, it does not permit registration in and of itself. Students need another major besides Honors College to actually enroll at MSU.At MSU, participation in the Honors College is identified as a major. The major shows on the student’s transcript, however, it does not permit registration in and of itself. Students need another major besides Honors College to actually enroll at MSU.

51. 51 AD MAJORMNT: Honors College Membership in the Honors College requires a separate major in the student’s UN file drawer. Requirements for the transcript and diploma designation of graduation in the Honors College are tracked.

52. 52 Another Kind of Major: The “Tracking Major” Screen print of RISES major goes here Tracking Majors (like this one for students in the music school) are used to monitor certain special programs. Music uses them to monitor and identify students in the various musical areas (in this case BASS), but other programs such as the CAAP program, or RISES and ROSES use them as well.Tracking Majors (like this one for students in the music school) are used to monitor certain special programs. Music uses them to monitor and identify students in the various musical areas (in this case BASS), but other programs such as the CAAP program, or RISES and ROSES use them as well.

53. 53 What Makes a Tracking Major Unique? May not be related to a specific college or department (but linked to the administrative tracking office, e.g., the Registrar’s Office or Assistant Provost for Academic Services) Does NOT permit registration May not print on a transcript (usually not) Will not require admission to major at junior standing Generally used for “special” programs where there may be academic criteria for staying associated with it, and there is a term by term need to monitor progress More information about tracking majors.More information about tracking majors.

54. 54 Lesson 5 Relating Majors to Students Finally we will apply these concepts to students. First of all we learn how to determine what majors are associated with a student. What are the file folders in the students academic history file cabinet?Finally we will apply these concepts to students. First of all we learn how to determine what majors are associated with a student. What are the file folders in the students academic history file cabinet?

55. 55 AD APLNLIST: Application List Why are we STILL in the Admission module if we are tracking the majors of a matriculated student? The AD module in SIS is used to admit students to majors across their ENTIRE MSU career. Quick/Best Way to get a one picture look at all of the majors at all of the levels to which a student has been associated (and for the relevant start and end terms). There is no other place in the system that provides you with the “clues” that must be used on other screens to drill into the student’s academic history. AD APLNLIST gives you ALL of the possible drawers, and all of the file folders (majors) that exist in those drawers. The “ADMISSION” Module in SIS is not just for pre-matriculants. We track admission to ALL majors at ALL levels through various screens in the Admissions module.The “ADMISSION” Module in SIS is not just for pre-matriculants. We track admission to ALL majors at ALL levels through various screens in the Admissions module.

56. 56 APPLICATION LIST screen for Sparty, Michigan State goes here The best screen in SIS for looking at a student’s progression through majors at various levels is the APLNLIST: Application List screen.The best screen in SIS for looking at a student’s progression through majors at various levels is the APLNLIST: Application List screen.

57. 57 Let’s Look at Sparty’s Majors Enter an “L” next to Application Reference Number 1 You are taken to the ADMISSION PROFILE 1 (ADMPROF1) screen. The specific details of the admission to the major referred to by Application number 1 are provided. Note the MAJOR, DEPT, COLL, CLASS, RESD fields. The bottom half of the screen is primarily used for admissions functions (e.g., AED/AOP processing) To get back to APLNLIST, use the global key PF3 If an asterisk exists on APLNLIST, that major is “closed”, it is no longer active. Through this screen you can see the entire progression through all levels, and navigate to the detail associated with each “virtual application”.Through this screen you can see the entire progression through all levels, and navigate to the detail associated with each “virtual application”.

58. 58 Log into SIS at this point, go through each major on APLNLIST for Sparty Let’s log into SIS and do this together.Let’s log into SIS and do this together.

59. 59 Application List – 1st application From the AD APLNLIST screen, list to application reference #1. This is the No Preference major for the student. It started in Fall 99 and ended after summer 2000. Majors inside the various file drawers. From the AD APLNLIST screen, list to application reference #1. This is the No Preference major for the student. It started in Fall 99 and ended after summer 2000. Majors inside the various file drawers.

60. 60 Application List – 2nd application Use the F3 key to return to APLNLIST and list to application reference #2. This is Sparty’s Honors College Major. Note that it continues with the student until it “ends” as a result of receiving an award. Majors inside the various file drawers. Use the F3 key to return to APLNLIST and list to application reference #2. This is Sparty’s Honors College Major. Note that it continues with the student until it “ends” as a result of receiving an award. Majors inside the various file drawers.

61. 61 Application List – 3rd application Use F3 to return to APLNLIST and list to application reference #3. This is the major associated with Sparty’s “thematic”, Women’s Studies. It does not permit registration in and of itself. The major continues until an award is received spring 2003.Use F3 to return to APLNLIST and list to application reference #3. This is the major associated with Sparty’s “thematic”, Women’s Studies. It does not permit registration in and of itself. The major continues until an award is received spring 2003.

62. 62 Application List – 4th application Use the F3 key to transfer back to APLNLIST and list to application reference # 4. This is Sparty’s PRIMARY major, Computer Science.Use the F3 key to transfer back to APLNLIST and list to application reference # 4. This is Sparty’s PRIMARY major, Computer Science.

63. 63 Application List – 5th application Use the F3 key to transfer back to APLNLIST and list to application reference #5. This is Sparty’s additional major, math. Use the F3 key to transfer back to APLNLIST and list to application reference #5. This is Sparty’s additional major, math.

64. 64 Application List – 6th application – grad Use the F3 key to transfer back to APLNLIST and list to application reference #6. Note that this application is for a GR, graduate level program. We have started a new drawer for Sparty in SIS for the GR level work. Use the F3 key to transfer back to APLNLIST and list to application reference #6. Note that this application is for a GR, graduate level program. We have started a new drawer for Sparty in SIS for the GR level work.

65. 65 Lesson 6 Looking Inside the Drawer: Academic History, Courses & Grades

66. 66 AH CHRNLIST: Chronological Course List Do I have the right list of courses? How do I know? How can I find out? How do I know if there are “multiple drawers”? (Multiple student levels carrying academic history) HINT: AD APLNLIST What is the plus sign telling us? (That the student has more than one level of academic work. There is more than one drawer!) Transfer courses: “Transfer Courses Exist” (but ONLY after they have been officially accepted; more later…) Data and fields at the top of the screen generally pull in from other areas of the system. The screen in SIS where we view a student’s academic history (the detail inside of the drawer) is the AH CHRNLIST: Chronological Course List screen. To see the history, you must know the level of the student’s work you wish to view.The screen in SIS where we view a student’s academic history (the detail inside of the drawer) is the AH CHRNLIST: Chronological Course List screen. To see the history, you must know the level of the student’s work you wish to view.

67. 67 Chronological Course List (undergrad) The “plus” sign indicates that Sparty has more than one level of academic history (e.g., two drawers). We know this also from using the APLNLIST screen. The “plus” sign indicates that Sparty has more than one level of academic history (e.g., two drawers). We know this also from using the APLNLIST screen.

68. 68 AH CHRNLIST: UN CONFID INFO and HOLDS: Use the global keys F9 and F6 respectively to find out the detail info related to the status line. First term of registration, last term of registration (the first and last terms AT THIS LEVEL) that the student has courses. Note the Status line. To see what directory information Sparty wants kept confidential, use the F9 key. To see the detail associated with Sparty’s HOLDS, use the F6 key. You can also see the first and last terms of registration for Sparty at this level.Note the Status line. To see what directory information Sparty wants kept confidential, use the F9 key. To see the detail associated with Sparty’s HOLDS, use the F6 key. You can also see the first and last terms of registration for Sparty at this level.

69. 69

70. 70 “Cumulative Credit & GPA Buckets” CREDITS ATTEMPTED: Total credits for which a grade was recorded or for which the “W” (graded withdrawal) was entered. Credits in courses taken on the CR/NC or P/N system count as attempted credits. Transfer courses are included. Visitor credits are NOT included. CREDITS COMPLETED: Total MSU credits carried to completion. Transfer courses are NOT included. CREDITS PASSED: Total credits (including accepted transfer) passed on the numerical grading system, the CR/NC system, the P/N system, credit by exam. Next, look at the cumulative credit and GPA line.Next, look at the cumulative credit and GPA line.

71. 71 Credit and GPA Buckets, con’t. CREDITS REPEATED: Total credits repeated at MSU and all MSU credits repeated at and accepted in transfer from other institutions. GPC: Grade Point Credits: Total number of credits in all MSU courses for which a numerical grade was recorded. Credits for courses repeated on the numerical system count only for the last grade recorded.

72. 72 Credit and GPA Buckets, con’t. GPS: Grade Point System: The grade point system and the numerical grading are identical. Grade points for each course are determined by multiplying the numerical grade by the number of credits for the course. GRADE-POINT AVERAGE: Above the course and term detail lines, this refers to the student’s CUMULATIVE GPA for all GRADED, numerical grade courses.

73. 73 Chronological Course List (undergrad) The “plus” sign indicates that Sparty has more than one level of academic history (e.g., two drawers). We know this also from using the APLNLIST screen. We will first discuss the definition of the various cumulative credit “buckets”. The same buckets are repeated at the end of each term’s courses representing the totals for the specific term.The “plus” sign indicates that Sparty has more than one level of academic history (e.g., two drawers). We know this also from using the APLNLIST screen. We will first discuss the definition of the various cumulative credit “buckets”. The same buckets are repeated at the end of each term’s courses representing the totals for the specific term.

74. 74 Term by Term Detail Term Credit and GPA buckets Course Information COURSE, SUBJECT, CREDIT fields GRADE fields CND-Conditional REC-Recorded TRN-Translated RR field shows Repeat/Re-enrollment status for the course H field indicates Honors College status: C = Course S = Section Y = Honors Option T field shows whether or not it’s a transfer course

75. 75 Chronological Course List (undergrad) This is the term by term academic history, and credit total area.This is the term by term academic history, and credit total area.

76. 76 Repeats and Re-enrollments MSU Policy: Accept the latest taking (regardless of whether or not it represents the “Best” grade of the group). Repeat Codes: PI = Predecessor In Progress; SI = Successor In Progress PR = Predecessor Resolved; SR = Successor Resolved

77. 77 How Does This Happen in SIS? When a student signs up for a course, SIS checks to see if it or an equivalent course was ever taken before at this level by this student. If it has, the FIRST occurrence is labeled “PI” (Predecessor In Progress), and the new or subsequent course becomes “SI” (Successor In Progress). When the REPEATED course is graded, the “PI” becomes “PR” (Predecessor Resolved), and the “SI” becomes “SR” (Successor Resolved)

78. 78

79. 79 Insert slide shot of chrnlist for repeated course after grade

80. 80 Chronological Course List: grad

81. 81 Lesson 7 Transfer Credit

82. 82 Source of Transfer Data Tranauth – Transfer authorization (institutions, levels) Trancrdt – Accept transfer credits (passed credits, not grades) Trancrse – Articulate the course work from other institutions into MSU courses. Who and why would someone need this? By role? Need to answer this question for all topics covered in training. Look at what the most common/low level authorization for a department allows.Who and why would someone need this? By role? Need to answer this question for all topics covered in training. Look at what the most common/low level authorization for a department allows.

83. 83 Tranauth screen goes here

84. 84 Trancrdt screen goes here

85. 85 Trancourse screen goes here

86. 86 Chronological Course List: Note TRANSFER COURSES EXIST

87. 87 To View Accepted Transfer Credit on CHRNLIST, Enter “Y” in VIEW TRANSFERS Field, ENTER Only transfer credit, not gradesOnly transfer credit, not grades

88. 88

89. 89 Lesson 8 Other Course List Screens

90. 90 College Codes 02 Agriculture & Natural Resources 04 Arts and Letters 06 Resdntl Coll Arts & Humanities 08 Business 10 Communication Arts & Sciences 14 Education 16 Engineering 20 Human Ecology 22 Human Medicine 24 James Madison College 32 Natural Science 33 Nursing 34 Osteopathic Medicine 38 Social Science 46 Veterinary Medicine 95 College of Law

91. 91 AH COLLLIST: Course List by College (of the course) Organizes student’s info by college of the course Shows GPA by collegeShows GPA by college

92. 92 AH DEPTLIST: Course List by Department Organizes student’s info by department of the course

93. 93 AH SUBJLIST: Course List by SUBJECT Organizes student’s info by subject of the course

94. 94 Lesson 9 Miscellaneous and Wrap Up

95. 95 Common Update capabilities in departments Major change Overrides Holds Change conditional grades All previous discussion was inquiry. Somewhere, probably Part A talk about CRUD with permissions/authorizations. Talk about StuInfo is easier for inquiry. Are there any other update capabilities that academic units have?All previous discussion was inquiry. Somewhere, probably Part A talk about CRUD with permissions/authorizations. Talk about StuInfo is easier for inquiry. Are there any other update capabilities that academic units have?

96. 96 Registrar’s Office Forms and Services and Other Systems http://reg.msu.edu/Forms/FormsMenu.asp STUINFO: inquiry access to all students (not departmentally controlled) Degree Navigator: MSU’s Degree Audit System SISINFO: query access to extracted SIS data tables

97. 97 FERPA Reminder http://reg.msu.edu/ROInfo/Notices/PrivacyGuidelines.asp for additional information, refresher, self-diagnostic quizz. Your access cannot be delegated! READ the MSU Guidelines Governing the Release of Student Records! If in doubt ASK: CAO-353-4856