Changing a Student’s Plan Welcome! This presentation has an audio narration. Please turn up your speakers. You can control the presentation using these controls: If you wish to read the narrated text, click on this icon: Welcome! This presentation has an audio narration. Please turn up your speakers. You can control the presentation using these controls (screen capture here) If you wish to read the narrated text, click on this icon. (screen capture here) Slide 1 of 16

Changing a Student’s Plan This class will teach you to change a student’s Major, Minor, Program or Sub Plan Advising 101 is a recommended co-requisite to this class. This class will teach you to change a student’s Major or Minor (called “plans” in PeopleSoft) or their Program (their career and department) You will also learn how to add sub-plans – these are areas of concentration or emphasis. Advisor 101 is a co-requisite to this class. A self paced version is available in blackboard. Instructions for finding self-paced or instructor-led classes is available in the resources section of this class. Slide 2 of 16

Agenda Concepts to Know Effective dating Navigation The Basic Process In this presentation we will cover: The definition of a career, program and plan Effective dating How to navigate to the screens A basic description of the process Slide 3 of 16

Concepts to Know Plan: A term used to describe both majors and minors Program: A term used to describe the student’s college and career Program Action: used to make changes to a student’s academic record Sub-Plan: A concentration, specialty, or area of emphasis within a plan Before we continue, there are some Peoplesoft terms you should know: As I mentioned earlier in this presentation, a “plan” in peoplesoft refers to student majors and minors whereas a “program” is their academic college. For example, a student who has an English Linguistics plan will have a College of Liberal Arts and Sciences Program. Program actions are used to make changes to a student’s record. As an advisor you will use the Program Change (PRGC) action and/or the Plan Change (PLNC) action. A Sub-Plans is concentration, specialty, or area of emphasis within a Plan. Not all plans will have a sub-plan. This concept can be confusing, so we will explain Sub-Plans in further detail. Slide 4 of 45

Concepts to Know Some student plans require a Sub-Plan to further define their major. Example: BIS major Note: If the student plan requires at least one Sub-Plan, you can not delete a student’s Sub-Plan without replacing it. Some student plans require a Sub-Plan. For example, a BIS student will have one Major and one or more Sub-Plans that further defines their degree. In the example exercises, you will change BIS student Joan Planchange’s concentration from theatre to tourism. However, it is important to note that you must always make sure that a student plan has at least one Sub-Plan if their major requires it. This means that if you delete one concentration (and the plan only has one listed), then you must replace it with another before saving your changes. Slide 5 of 45

Concepts to Know Two types of Sub-Plans: Areas of Emphasis Certificates Handled by the registrar’s office. Refer to BPG on the Advising 201 Blackboard site. There are two types of undergraduate Sub-Plans: areas of emphasis and Certificates. Certificates do not function like areas of concentration in Peoplesoft, so you can not add or delete a certificate the way you would a Sub-Plan. As of December 2007, all certificates are handled by the registrar’s office. To see the steps necessary to add a certificate to a student’s plan, refer to the “Notes on Concurent Degrees and Certificates” Section of your Business Process Guide (BPG) on the advising 201 Blackboard site. Slide 6 of 45

Program Action Fields Institution: Always ASU00 Group: Department or College Career: UGRD, GRAD, LAW, NCRED Program: Career + Group Plan: Major, Minor When you look at pages in PeopleSoft, you will see different program action fields with information in them. In this area, there are a couple of fields that are used frequently. You will see these fields: Institution: The institution field will always be ASU00 Group: - you probably won’t see this field often, but it is the department or college for the student. Career: In peoplesoft there are four careers: Undergraduate, Graduate, Law and Non-credit Program: This is what the student will apply to, and graduate from. It is the combination of the Group and Career. For example Undergraduate Liberal Arts Plan: As was stated previously, this is the student’s Major, Minor or certificate. Slide 7 of 16

Effective Dating 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) First is the words effective dating. Narration: “Now we are going to talk about effective dating” – (pause while that sinks in!) First mouse click – couple Second mouse click – ghost buster sign “No… not THAT kind of dating!” Third mouse click – (hide the couple and ghostbuster sign) “Effective dating in PeopleSoft is simply the date that the change you ask for becomes effective. Slide 8 of 16

Effective Dating The Effective Date of the change should be BEFORE or ON the start date of the term that will be effected You can back date actions The effective dates must be sequential as you add rows, but do not have to be consecutive Narration: The change you make will take effective on the effective date you put on the screen. If the change will effect the student’s advising rules, or is needed as a requisite for enrolling in classes, the effective date MUST be before, or on the semester start date. You can make the date in the past (called back dating) As you add rows, each new row must have an effective date after the prior row. Slide 9 of 16

Effective Dating Example Say that 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 Set the date to several days before the start of the semester. This allows you to make more changes between the student’s first change and the start of the term. Sun 1 Mon 2 Tues 3 Wed 4 Thurs 5 Fri 6 Sat 7 8 9 10 11 Term Start 12 13 14 Here’s an example. Let’s say that the semester starts on the 11th. Any change that is dated on the 11th or before will effect that semester. Each change must have its own date, and they must be chronological. If a student came in requesting a change and you used the 11th, the change would effect that semester. However, if the student returned later in the day for another change, you would be stuck, because you have to put in a later date, and the 12th is after the semester starts! So instead – we suggest that you choose an effective date that is several days prior to the semester that you want to effect. This will allow you to make further changes and still be in front of the semester. Slide 10 of 16

Summer term (all sessions) – May 1 Effectie Dating “Best Practice” dates for effective dating: Fall term – August 1 Winter term – December 1 Spring term – January 1 Summer term (all sessions) – May 1 To make this simple, When you make the first change for a student, you can use these dates to start with. Any further change you would make, would then be dated after the first change. Slide 11 of 16

Navigation Changes to a student’s major, minor or program are done through the Program/Plan Stack. This stack is accessed from the Student Services Center. To navigate to the stack, open a web browser and go to https://hrsa.oasis.asu.edu Then click on: Campus Community > Student Services Center. Changes to a student’s major, minor or program are done through the Program/Plan Stack. This stack is accessed from the Student Services Center. To navigate to the stack, open a web browser and go to https://hrsa.oasis.asu.edu Then click on: the drop down menu, hover your mouse over Campus Community and click on Student Services Center. Slide 12 of 16

Navigation First, you must search for the student. Slide 13 of 16 The student services center is designed to show you data about one student. Put in the information that you know about the student and click search. Slide 13 of 16

Navigation If your search matches more than one student, you will see a list of students to choose from. Once you choose your student, you will see a screen like this. Click on the academics tab. If your search matches more than one student, you will see a list of students to choose from. Once you choose your student, you will see a screen like this, that shows the student’s data. Click on the academics tab. Slide 14 of 16

Navigation Here you can see the current academic data for the student. Each link will take you to a different program/plan stack. Make sure you have selected the link you want to change. Here you can see the current academic data for the student. This isn’t the case here, but occasionally you will encounter a student that has more than one link. Each link will take you to a different program/ plan stack. Make sure you have selected the link you want to make a change to. Slide 15 of 16

Navigation Once you have selected the right link, click on the Edit program data button to access the program/plan stack. Once you have selected the right link, click on the Edit program data button to access the program/plan stack. Slide 16 of 16

Navigation This is the program/plan stack. It is a stack of rows. Each row represents a change to the student’s academic program, major or minor. This is the program/plan stack. It is a stack of rows. Each row represents a change to the student’s academic program, major or minor. Slide 17 of 16

The basic process includes these steps: Check the student’s status and current row. The basic process includes these steps: Check the current status to ensure that the student is active in their program Check the current – the program action field should NOT say “DGAP, DISC”. Slide 18 of 16

Basic Process (cont…) 2) Add a new row Slide 19 of 45 2. Add a new row by clicking on the plus sign in the upper right hand corner Slide 19 of 45

Basic Process (cont…) 3 ) Put in an effective date 4 ) Choose either PLNC (plan change) or PRGC (program change). 3. Put in an effective date 4. Type in a Program Action- choose either PLNC (plan change) or PRGC (program change) Slide 20 of 45

5 ) Edit other fields and tabs as necessary. 6) Save your changes. 5. Edit other fields and tabs as necessary (we will go into more detail about this as the course progresses). 6. Save your changes by clicking “OK” Slide 21 of 45

Next Steps Return to the blackboard course and review the videos and interactive exercises that will take you through each of the different processes you can do: Navigate to the program/plan stack Change a Major Add (or delete) a Minor Change a program and Major Add a certificate or area of emphasis. This concludes this presentation. Please return to the course and look at the video demos and interactive exercises to learn how to do each process. Slide 22 of 16