1. 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.
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2. 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)
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3. 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)
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4. OASIS Training Binder Three new sections: Student Advising Signoff
Program/Plan Changes
Permission Overrides
Read (no elaboration)
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5. 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
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6. Student Advising Signoff
Hands-on Exercise
Please Log into the computer now
Use ASURITE ID and Password
Open Explorer web browser
Go to (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
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7. 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
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8. 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
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9. 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.
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10. 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….
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11. 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….
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12. 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
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13. 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
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14. 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)
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15. Program/Plan Changes Very Important Concepts – Chant with me!
Date effectively – BEFORE the term starts
Include History
Read through the notes –
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16. 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.
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17. 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
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18. 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.
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19. Time for a break!
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20. 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).
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21. 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
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
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22. 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)
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23. Thanks for Coming! Please complete your evaluation form…
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