Changing a Student’s Program or Plan Welcome! This class will teach you to change a student’s Program or Plan (formerly called their Major or Minor) Presenters – introduce yourselves, including your job title and the college/department that you work for. Slide 1 of 45

Advisor 201 This class will teach you to: Clear a system-generated service indicator using the Student Advising Signoff screen Change a student’s program and/or plan Grant a permission override Advisor 101 is a pre-requisite to this class Read bullets (no elaboration) State your class philosophy to set the tone of the training. (introduce our student, and the main character in today’s story – Peter PlanChange) Slide 2 of 45

Class Mechanics Class will run about 3 hours Class will alternate between short lecture and then hands on practice Make sure you signed the sign-in sheet You now have additional pages for your OASIS training binder Read (no elaboration) Slide 3 of 45

OASIS Training Binder Three new sections: Student Advising Signoff Program/Plan Changes Permission Overrides Read (no elaboration) Slide 4 of 45

Student Advising Signoff The new “MACS” Used to clear “system generated” advising holds & keep notes on students Need to clarify that what was did in 101 was to put on/take off an “advisor placed” service indicator (i.e., S21) Taking off “system generated” advising service indicators must be done in the newly customized “Student Advising Signoff” screen Slide 5 of 45

Student Advising Signoff Hands-on Exercise Please Log into the computer now Use ASURITE ID and Password Open Explorer web browser Go to https://asudev.mycmsc.com (CedarCrestone website) Click the STUDENT ADMIN TRN link Log in to the PeopleSoft training database with the ID and Password on your card Wait at the home page for further instructions Read (no elaboration) Assist those who need help Do not proceed until everyone is logged in to the training database and at the home page Minimize Power Point & log in yourself ONCE IN TRAINING DATABASE: Tell the story of Peter PlanChange He is a first term freshman who needs academic advisement and clearance to enroll in classes. Ask the class the following questions (pop quiz): How would the Peter know he needs advising in order to register (besides receiving a letter)? Answer: student center page, under “holds,” and/or the negative service indicator What does a negative service indicator do? Answer: all holds are negative service indicators, but not all negative service indicators are holds; holds prevent them from enrolling in classes. Now lead the students through the hands-on exercise, make sure the following points are made: Explain location on the menu bar – ASU Customizations. Home>ASU Customizations>ASU Student Records> ASU Advising> Student Advising Signoff Suggest advisors add the SAS page as one of their “favorites” (demonstrate this for them) Usually will search by term as well as student name/ID – this search page asks for Empl ID – that is the affiliate ID When debriefing the exercise, make sure the following points are made: Once a student is advised, he is advised for that term, even if his status (i.e. he goes on probation) changes. This is what happens now – so this is staying the same. However, now we have the S21 advisor placed hold, if needed. Notes and clearance are attached to the term – just like now. Notes & holds attached to the program Discuss process for concurrent degrees in different programs Discuss process for concurrent degrees in same program Discuss process for students who have been advised who change programs during registration process Discuss process for student who have been advised who change plans within the same program during registration process Can see when the system generated service indicator was placed. Can see when advising signoff was done and by whom – just like now Can see who put the note in and when – just like now Anyone can view and add notes (example: front desk staff); just need to ADD rows Free form text; no word limit. Once saved, entries cannot be changed – just like now Most recent note are on top; read from the bottom up. Put recommended courses in the notes area; cannot restrict courses “Best Practice”: Read all notes Slide 6 of 45

Program/Plan Changes Refresher on career/program/plan Effective dating Terminology Hints Navigation Five hands-on exercises Advisor 201: part 2 – Program/Plan Changes This list is an overview of what we will learn during the program/plan change section of the class. Don’t need to elaborate on each point, that will come later. mention there will be a break after we complete the 5 program/plan change exercises Slide 7 of 45

Program / Plan Changes Career: undergraduate, graduate, law, non-credit Program: what a student applies to and graduates from (i.e. Katherine K. Herberger College of Fine Arts). Plan: major, minor, certificate (i.e Music) Turn the student’s attention to page 7 of the training manual – Walk through the flow: Institution Group Career Program Plan Subplan Slide 8 of 45

Program / Plan Changes Very Important Concept #1: Effective Dating In PeopleSoft, effective dating is the way PeopleSoft keeps a history of changes over time. When we make changes, we ADD A ROW with the new information and a NEW EFFECTIVE DATE (the date that the new info takes effect) This is a build – First is the words effective dating. You can say, now we are going to talk about effective data – (pause while that sinks in!) First mouse click – couple Second mouse click – ghost buster sign Third mouse click – words. Slide 9 of 45

Program / Plan Changes Effective Dating The Effective Date of the change must be BEFORE or ON the start date of the term that will be effected You can back date actions As you add rows, the effective dates must be sequential, but not necessarily consecutive Maybe a scren shot of what we mean…. Slide 10 of 45

Program / Plan Changes Effective Dating Example Pretend the semester starts on the 11th Any changes made on the 11th or before will take effect for that semester Each change must have its own date, and they must be chronological SO if a student comes with a change, you would be clever to set the date to several days before the start of the semester, so that you can sandwich additional changes between the first change and the start of the semester Sun 1 Mon 2 Tues 3 Wed 4 Thurs 5 Fri 6 Sat 7 8 9 10 11 Semester starts 12 13 14 Maybe a scren shot of what we mean…. Slide 11 of 45

Summer term (all sessions) – May 1 Program/Plan Changes “Best Practice” dates for effective dating: Fall term – August 1 Winter term – December 1 Spring term – January 1 Summer term (all sessions) – May 1 Have this also written on the board Slide 12 of 45

Program/Plan Changes Very Important Concept #2: Include History You must be in “include history” mode to make program change actions If you aren’t in “include history” mode, you may miss important information about a student Click on the “Include History” button to see all previous program or plan changes Slide 13 of 45

Program/Plan Changes Navigation Helpful Hints Terminology Page 5 in the BPG Helpful Hints Page 7 in the BPG Terminology page 8 in the BPG Read & show pages (no elaboration) Slide 14 of 45

Program/Plan Changes Very Important Concepts – Chant with me! Date effectively – BEFORE the term starts Include History Read through the notes – Slide 15 of 45

Program/Plan Changes 5 different scenarios: Change a plan Add a minor Change a program and plan Add a concurrent degree in a different program Discontinue a program and plan Read through the notes – Go to the exercises. Slide 16 of 45

We will debrief after each exercise. Please do not work ahead. Program/Plan Changes Hands-on Exercises Please pair up. We will debrief after each exercise. Please do not work ahead. Thanks! Set tone/expectation Make sure to say: If degree checkout status is set to applied, don’t change the major! Contact the graduation office! Because the student has already applied to graduate! (p16 of PPC BPG). Reiterate there will be a break after we complete the 5 program/plan change exercises Slide 17 of 45

Program/Plan Changes Wrap-up & debrief Business Process Guides contain Student Advising Signoff Program/plan changes Two very important concepts Business Process Guides contain Step-by-step instructions Definitions More detailed information about each field Coming up after the break: Permission Overrides Read through the notes – Those who don’t do permission overrides on their jobs are welcome to leave at this time. Please fill out the evaluation forms. Slide 18 of 45

Time for a break! Slide 19 of 45

Permission Overrides Purpose Types of Permission Overrides Class limit Class permission Override requisites Time conflict Very Important Concept #3: Course vs. Class The purpose of the Permission Assignment pages is to: Allow staff (with appropriate security) to post overrides for an individual student Can be done on the class level or the course level Once an override is posted, the student can use Self Service to enroll The process is similar to what we do now in SIS (RGMA01, F2, F1, F2). Read types of permission overrides (no elaboration) Briefly explain security levels (same as what they have now) Explain course vs. class Course: course is what is in the catalog, it has a prefix, number, title, description, but you don’t know when it is being offered. Class: a specific section of a course; each class has a class number (schedule line number). Slide 20 of 45

Peter needs an override into a section of PGS 101 Permission Overrides Hands-On Exercise Peter needs an override into a section of PGS 101 Because it is a specific section of PGS 101, he needs a CLASS permission override. Have students return to the student program/plan search page Then explain the path: Records and Enrollment>Term Processing>Class Permissions>Class Permission Assignment Lead students through procedure to enter a class permission override. Make sure to mention these points: Explain the rest of Peter’s story. Have them pull out the Class Permissions override worksheet. Class permissions search page: enter only term (2077), subject (PGS), catalog nbr (101). Nothing else. Then click search. Search results: choose the first Tempe campus one. Class Permission Numbers page: pay attention to the number of rows. Use the “find” feature to search for 81911. Verify that the Student ID number in the box is the same as the one on your worksheet. DO NOT ever click on the magnifying glass by the ID box – it will search all ASU ID numbers (past, present & employee) Use date will show the date the student actually enrolls for the class. Once he does, the ‘not used’ field will turn to blank. Perm type has Add and Drop. We will only ever have access to Add. Use plus buttons to add more overrides to this class for other students Briefly indicate the 4 tabs Note: Overrides 3 tab will NOT be in the system when it is live. You will use the override class limit box. Permission expire date defaults to the transaction deadline for the term. Make sure you “save” Now explain other types of overrides & give brief advising examples when you might use them Do not have students add a course permission override – just show the process on the big screen. Course Permissions are assigned to grant permission for a student to enroll in any section of a course. Path: Records and Enrollment>Term Processing>Class Permissions>Course Permission Assignment Slide 21 of 45

Final Remarks Permission Override Business Process Guide contains Step-by-step instructions Definitions More detailed information about each field Read & show the business process guide (no elaboration) Slide 22 of 45

Thanks for Coming! Please complete your evaluation form… Slide 23 of 45