An Introduction to Enrollment and
Processing in PeopleSoft
Rochester Institute of Technology
http://www.rit.edu/sistraining/
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Contents
System Requirements, Security and Access ...................................................................................................... 5
Browser Requirements .................................................................................................................................. 5
Student Information System Security............................................................................................................ 5
System Access ............................................................................................................................................... 5
Academic Structure: An Introduction ................................................................................................................ 6
Courses and Classes .......................................................................................................................................... 7
Enrollment ......................................................................................................................................................... 9
Term Activation ............................................................................................................................................. 9
Shopping Cart and Shopping Cart Appointments ......................................................................................... 9
Validating the Shopping Cart ........................................................................................................................ 9
Enrollment Appointments ........................................................................................................................... 10
Add, Drop, Edit, Swap ................................................................................................................................. 10
Units (credits) .............................................................................................................................................. 11
Term Values ................................................................................................................................................ 11
Step-by-Step: Pre-Enrollment Planning for Incoming Students ..................................................................... 12
Step-by-Step: Retrieving and Submitting Pre-Enrollment Planning ............................................................... 13
Step-by-Step: Enroll a student in a class......................................................................................................... 14
Enrollment Errors, Overrides, Messages and Study List ................................................................................. 15
Step-by-Step: Drop a student from a class ..................................................................................................... 17
Wait Lists ......................................................................................................................................................... 18
Step-by-Step: Putting a student on a wait list ................................................................................................ 19
Step-by-Step: Advisor Use of Swap................................................................................................................. 20
Service Indicators ............................................................................................................................................ 21
Adding a Service Indicator to a student record .............................................................................................. 22
Removing a Service Indicator from a student record ..................................................................................... 23
Downloading a List of Classes within a Subject Area to Excel ........................................................................ 24
Viewing Enrollment Transaction History ........................................................................................................ 25
Specifying User Defaults ................................................................................................................................. 26
Additional PeopleSoft Training Modules ........................................................................................................ 27
Appendix A: ..................................................................................................................................................... 28
Appendix B: ..................................................................................................................................................... 33
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System Requirements, Security and Access
Browser Requirements
To access the new Student Information System, use one of the following browsers:
PC: Internet Explorer versions 7 or 8.
Mac: Safari 3, 4, and 5
Note that current versions of Firefox, Google Chrome and IE 9 are NOT currently supported for use with the
new SIS. If you use Firefox, Chrome or IE 9, you may experience limited functionality.
Student Information System Security
System security roles are being defined by the University that relate to individual functional roles at RIT.
The role(s) that you are assigned within the system will determine the security level and, therefore, the
resources you are able to access.
System Access
It is anticipated that individual user accounts will be dispersed and activated in April 2012. Because users
do not have individual accounts as this time, we have created specialized accounts to be used throughout
training. Although you will not have access to as many menu items as appear in the training accounts, the
processes simulated in the training sessions mimic the steps that you will take to perform the same
transactions with your personal account.
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Academic Structure: An Introduction
Academic Structure provides a foundation for all the Student Information System applications. These
components allow RIT to organize its academic programs and offerings and associate them with both
students and courses. The hierarchical nature of Academic Structure also allows us to efficiently automate
many rules and requirements where various programs share requirements. The following image
represents PeopleSoft’s hierarchy for defining academic structure:
INSTITUTION
ACADEMIC CAREER
ACADEMIC PROGRAM
ACADEMIC PLAN
ACADEMIC
SUB-PLAN
It is important to understand how the system defines these levels. Note that these may have slightly
different meanings than what you are used to.
Academic Institution
The structural element used to identify the university. RIT is one institution and
thus we have only one Academic Institution code, which is RIT01 (RITzero1).
Academic Career
A student’s academic career, or simply “career” indicates the level of study that
the student is actively enrolled in. RIT will utilize three Careers. Undergraduate
(UGRD) will be used for students enrolled in any program issuing a Certificate,
Diploma, AS, AAS, AOS, BS, or BFA. Graduate (GRAD) will be used for students
enrolled in any program issuing an Advanced Certificate, MS, MBA, MArch, MFA or
PhD. Continuing Education (CNED) will be used for NTID Summer Vestibule
students and in the future, may be used for continuing education.
Academic Program
The entity of the university to which a student applies and is admitted and from
which the student graduates. As a general rule at RIT, linking the academic career
and college unit together creates the academic program (ex. UCLA =
Undergraduate College of Liberal Arts, GCLA = Graduate College of Liberal Arts).
Academic Plan
An academic plan is the structural element that describes an area of study within
an academic program, with one degree or certificate per plan. Plans are used for
majors, 2nd majors, minors, and concentrations. Students will likely have multiple
plans (Ex. PACK-BS, ACCT-2M, ECON-MN, GFL-CONC).
Academic Sub-Plan
An area of further specialization or concentration within an academic plan. The
academic sub-plan is always directly linked to a specific academic plan. RIT will
normally use these for published program options and BS/MS programs.
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Courses and Classes
Details regarding a course including the course description, components, grading basis, and attributes are
built at the course level and by default roll to all classes (sections) scheduled. As a general rule, the
information that is used to create a course is delivered from college curriculum committees to the
Registrar's Office. Once the course is built, it is assigned a permanent, six-digit course ID number.
Class (section) information is inherited from the course master. Classes are the individual offerings of a
course. Academic departments have the ability to make alterations at the class level, with the assistance
of their college scheduling officer, as required. When scheduled, each class is assigned a 5-digit class
number. Class numbers are dynamic. They are unique per class and change each term. Understanding
class numbers each term will allow for faster enrollment transaction processing.
Course Components
The manner in which a course is delivered is determined by its course components. If a course has
multiple components (such as lecture and lab) students will be required to enroll in both components in
order for their enrollment to be valid.
Component
Lecture (LEC)
Laboratory (LAB)
Lecture/Lab (LEL)
Activity (ACT)
Cooperative Education (COP)
Independent Study (IND)
Studio (STU)
Thesis (THE)
Seminar (SEM)
Recitation (REC)
Critique (CRI)
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Definition
Formalized instruction in which course material is prepared by an instructor
and is delivered to students through traditional delivery methods.
An educational activity in which students conduct experiments, perfect skills,
or practice procedures under the direction or a faculty member.
Combination of the lecture and laboratory components into a single
classroom learning experience. Faculty members employ active learning
strategies along with traditional lecture material to deliver course content.
Activity (or wellness) courses are designed to assist students in making
healthy decisions to support their academic and social interactions in college
and beyond. (This component type is restricted to the Division of Student
Affairs)
Co-op is full-time, paid work experience directly related to a course of study.
Independent study executed under a specific set of rules with the guidance
and direction of a sponsoring instructor.
In a studio, students practice, perform, or produce under the direction of a
faculty member. This component is typically used to describe music, visual
and performance art.
Substantial scholarly papers completed as a requirement for a graduate
degree.
An educational experience that is less formal than a lecture, in which a
relatively small number of students engage in discussions that are directed by
a faculty member, typically focusing on a specific theme or subset of themes.
Recitation is an educational activity in which small breakout groups meet in
conjunction with a lecture to review exams, discuss issues, address questions,
and extend the instruction that occurs in the larger lecture.
The discussion or evaluation of visual art. Critique is intended to help
students further their art education experience and improve their art criticism
skills.
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Grading Basis
Classes can be offered with the following grading options. The grading basis is set up at the course level
and is inherited by class sections. The only time this is negotiable is if the class is set up for Edit, allowing
the students to alter the grading basis from graded or Sat/Fail to audit.
• Audit – class is taken as an audit. Transcript grade is AU.
• Credit by Exam – credit is received through an external exam (AP, IB, CLEP). Transcript grade is X.
• Graded – traditional grading basis.
• Sat/Fail – used primarily for Wellness and Co-op classes. Transcript grades are S or F.
• Thesis – used for graduate level thesis and related thesis registration. Transcript grade is R.
• Transfer – signifies course credit transferred to RIT from another college or university. Transcript
grade is TR.
• Waived – class requirement has been waived. Transcript grade is WV.
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Enrollment
Enrollment is the process by which students will register for classes. Although many administrative staff
members will have the capability to enroll students in classes, it is strongly recommended that students
perform their own enrollment transactions whenever possible. All enrollment transactions may be
audited and are tied directly to the user that completes the transaction. The information below is
intended to inform conversations with students and provide a holistic view of the enrollment process.
Term Activation
In order for a student to be enrolled for a term their student record must be term activated. Term
activation is the responsibility of the Registrar’s Office and will be completed in a batch process however if
required, individual students can be term activated manually. An example of a student who may need to
be manually term activated is a student who returns from a leave of absence earlier that predicted. While
on Leave of Absence, a student is not term activated. Students will be automatically term activated in the
term they indicated they will return to campus but not before. If a staff member is working with a student
who cannot enroll, and all other factors have been considered, contact the Registrar’s Office for
assistance.
Shopping Cart and Shopping Cart Appointments
The shopping cart is used to help students manage their selection of courses. While administrative staff
cannot alter the contents of a student’s shopping cart, those with access to the advisor center, will be able
to view the student shopping cart. Keep in mind that students are not enrolled in courses simply because
they are in the shopping cart, nor are they guaranteed a seat in the class because of it.
The term Shopping Cart appointment signifies the point in time the enrollment shopping cart becomes
available to students. Shopping carts become available to all students at the time and are available for
planning purposes, regardless of whether or not the student record has a hold on it.
Using the enrollment shopping cart is not optional. All students will need to use the shopping cart to preplan their enrollment transactions. Encouraging students to be proactive and begin the planning phase
early will assist them in understanding their course and class options for a given term.
Students can find the shopping cart appointment date in the Student Center.
Validating the Shopping Cart
Once students have placed courses in their shopping carts, they have the ability to validate their course
selections. By validating course selections, students will be alerted to potential issues that may arise
during their enrollment appointment. If the student has a hold that will prevent enrollment, the validation
process will tell them. Students will be unable to register for courses with time conflicts and they will also
be unable to enroll in multiple sections of the same course the validation process will bring this
information to the students attention.
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Enrollment Appointments
The date and time when a student or group of students can begin enrolling in classes for a term is called an
enrollment appointment. Enrollment appointments are virtual appointments. Students are not
physically required to attend an appointment.
Enrollment appointments will be assigned in ½ hour increments throughout the day with approximately
300 students assigned to each appointment block. It is important to keep in mind that once an enrollment
appointment is assigned it cannot be changed. The university recognizes that students may have conflicts
with their enrollment appointment start time however once an enrollment appointment begins students
will be eligible to enroll in classes through the add/drop period.
Enrollment dates will continue to be assigned by year level. Graduate students will register first, followed
by 4/5 year honors and NTID students, followed by 4/5 students, etc. Enrollment appointments will be
generated randomly within a day.
Students can find their enrollment date and appointment time in the Student Center.
Add, Drop, Edit, Swap
Administrative staff members may add and drop students to/from classes, edit course characteristics and
set up swaps on behalf of students using back office transactional pages as described in the procedural
outlines contained in this guide. The information below provides a basic overview of the student
functionality relating to the add, drop, edit and swap features.
Adding classes is the process by which enrollment is added to a student record. The period for students to
add classes begins with their enrollment appointment and continues through the add/drop period.
If after enrollment a student decides that they would like to change their schedule and would no longer
like to take a class in which they are enrolled, they may use the drop function in the student center to drop
the class from their schedule. When a student drops a class with an associated lab or recitation, it will be
dropped when the drop for the lecture is processed.
Unlike our legacy system, there is a feature in PeopleSoft that is available for students that allows them to
edit a few of the characteristics of a class they are enrolled in. When specified by the academic
department offering the class, students may be able to change the grading basis of the course. It is
expected that this will be leveraged primarily by the Wellness team and will allow students to decide if
they would like to take the course on a Satisfactory/Fail basis or an Audit basis. Additionally, when
appropriated by the academic units offering the class, students may be able to specify the number of
credits they intend to take a variable credit class for in the tem for which they are enrolled.
The swap functionality is also new and can be very useful when students are trying to enroll in closed or
waitlisted classes. A swap could also help if a student has a time conflict with a class they are trying to add
or if they have already registered for the maximum number of units and they are trying to alter their
schedule. The Swap will hold the student’s place in their currently enrolled course while they are waiting
for openings to occur. This encourages students to prepare a “Plan B” and provides them with a “safety
net” when they are trying to enroll in classes.
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Units (credits)
Students will be eligible to enroll in 19 units per term without approval. In addition, students will be able
to add themselves to waitlists for a total of 15 units. Honors students will continue to be granted
enrollment in unlimited units, however their wait list limit will be 15 units.
Term Values
To identify terms, RIT has used five-digit term codes in the legacy system, but will be changing to four-digit
term codes with our move to PeopleSoft. It is important to note that the last digit in the term codes will
change when we move to Semesters, the last digit will be spread out to provide flexibility in the future.
The following table shows how term codes have been configured in the new SIS through the 2015-2016
academic year:
Academic Year
Term
Value
2012-2013
Fall
2121
Winter
2122
Spring
2123
Summer
2124
Fall
2131
Intersession
2133
Spring
2135
Summer
2138
Fall
2141
Intersession
2143
Spring
2145
Summer
2148
Fall
2151
Intersession
2153
Spring
2155
Summer
2158
2013-2014
2014-2015
2015-2016
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Step-by-Step: Pre-Enrollment Planning for Incoming Students
1
From the Main Menu, click Records and Enrollment
2
Click Enroll Students
3
Click Quick Enroll a Student
4
Enter the student’s University ID number in the ID field
5
Enter the student’s career (UGRD or GRAD)
6
Enter the term that you would like to enroll the student in classes
7
Click Add
8
Ensure that the Action dropdown menu has Enroll selected (this should happen by default)
9
Enter the 5-digit class number for the class you would like to enroll in the Class Nbr field (and press
tab) OR follow steps 10-14 to find a class
10 Click on the Look up Icon (
) next to the Class Nbr field
11 Enter the subject code you are searching for in the Course Subject field
12 Enter the course number you are looking for in the Course Number field
13
Scroll to the bottom of the page and click Search
14 Find the class that you would like to enroll the student in and click select class
15 To add another course to the current term, click the
button on the far left
16 Repeat steps 8-15 for as many courses as you would like to add to the term
17
Once you have added all the planned courses for the term, click the Save
lower left side of the screen and then click OK
button on the
18 Record the Request ID number. You will find the Request ID number on the upper left hand side of
the screen. This is how you will retrieve the saved “shopping cart” at the time of enrollment.
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Step-by-Step: Retrieving and Submitting Pre-Enrollment Planning
1
From the Main Menu, click Records and Enrollment
2
Click Enroll Students
3
Click Quick Enroll a Student
4
Click Find Existing Value tab
5
Enter the Request ID number
6
Click Search
7
Review the student’s planned schedule and click the Submit
side of the screen when you are ready to enroll the student
8
The status on each of the classes you added will now change from “pending” to “success” (enrolled
in class), “error” (not enrolled in class – needs review) or “messages” (review the message for next
steps).
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button on the top right hand
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Step-by-Step: Enroll a student in a class
1
From the Main Menu, click Records and Enrollment
2
Click Enroll Students
3
Click Quick Enroll a Student
4
Enter the student’s University ID number in the ID field
5
Enter the student’s career (UGRD or GRAD)
6
Enter the term that you would like to enroll the student in classes
7
Click
8
Ensure that the Action dropdown menu has Enroll selected (this should happen by default)
9
Enter the 5-digit class number for the class you would like to enroll in the Class Nbr field (and press
tab) OR follow steps 10-14 to find a class
10 Click on the Look up Icon (
) next to the Class Nbr field
11 Enter the subject code you are searching for in the Course Subject field
12 Enter the course number you are looking for in the Course Number field
13 Uncheck the
14
button
Scroll to the bottom of the page and click
15 Find the class that you would like to enroll the student in and click
16 To add another course to the current term, click the
button on the far left
17 Repeat steps 8-15 for as many courses as you would like to add to the term
18
Once you have added all courses for the term, click the
screen
button on the top right side of the
19 The status on each of the classes you added will now change from “pending” to “success”
In this scenario, the success message means that the course has been added to the student schedule.
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Enrollment Errors, Overrides, Messages and Study List
Even with proper planning enrollment errors may occur. If an enrollment request cannot be processed, an
error message will be triggered. Errors may occur if:
• A time conflict exists between classes
• Enrollment in another section of the same course exists
• Maximum unit load has been reached
• A negative service indicator is present on the student account
• Requisites (restrictions) for the class have not been met
• The class has reached capacity
Overrides
Based on security levels, administrative users will have the ability to override some of the road blocks that
students encounter during enrollment. On the Quick Enrollment page there are two override tabs that
allow override transactions – General Overrides and Class Overrides.
General Overrides
Class Overrides
Use these checkboxes to override:
Allows class specific overrides for:
•
•
•
•
•
•
•
•
•
•
Appointment times
Unit Load for the term
Time Conflict with another class
Action Date (date field is activated when
this box is checked)
Career
Service Indicator
Requisites
Closed Class
Class Units
Grading Basis
Not all road blocks will be able to be overwritten. Some will require the student to re-plan, reach
additional milestones prior to enrollment or resolve another matter to become eligible. Two security
levels have been identified for enrollment transactions.
Level 1
Level 2
Authorized users may override:
• Time conflicts
• Unit (credit) overloads
*for students in your home college
Authorized users may override:
• Time conflicts
• Unit (credit) overloads
• Requisites (including restrictions, corequisites and pre-requisites)
• Closed classes
• Class units
• Grading Basis
• Class Permissions
• Change Wait List Position
*for courses in your home college
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Messages
It is imperative that users read all system messages. Each message has important information embedded
into it. Some examples of system generated messages are an indication that a course is being repeated, or
indication of wait list position.
Study List
An easy way to double-check that the enrollment transactions occurred in the manner intended and view
the student schedule is to use the study list. The study list is a link below the quick enrollment transaction
results page.
Filtering the Study List
Using the study list, users can filter the appearance of the schedule to include any combination of enrolled,
waitlisted and dropped classes.
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Step-by-Step: Drop a student from a class
1
From the Main Menu, click Records and Enrollment
2
Click Enroll Students
3
Click Quick Enroll a Student
4
Enter the student’s University ID number in the ID field
5
Enter the student’s career (UGRD or GRAD)
6
Enter the term that the student would like to drop a class
7
Click
8
Change the Action dropdown menu to Drop
9
Enter the 5-digit class number for the class you would like to drop in the Class Nbr field OR follow
steps 9-10 to find a class
10 Click on the Look up Icon (
) next to the Class Nbr field
11 Select the enrolled course that you would like to drop on behalf of the student, by clicking the
(notice that the icon is already checked)
12 To perform another drop for this student in the same term, click the
button on the far left
13 Repeat steps 8-11 for as many courses as you would like to drop in the term
14
Once you have added all the actions needed for the term, click the
side of the screen
button on the top right
15 The status of each of the classes you dropped will now change from “pending” to “success”
In this scenario, the success message means that the course has been dropped from the student
schedule.
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Wait Lists
Wait lists are replacing the Unmet Needs system. Because they are integrated into the Student
Information System wait lists as a tool will add process consistency and efficiency and may significantly
reduce the number of manual transactions needed to enroll students that have expressed a course need.
Departments can monitor waitlists for their classes to identify areas of need.
•
•
•
•
•
•
•
Wait lists are established at the class (section) level.
Auto-enrollment is a feature of wait lists. On a nightly basis, eligible students can be moved from
the wait list into open seats based on their position on the waitlist.
When a waitlist exists, students on the wait list will have priority to enroll over those who are not.
Wait lists have a maximum capacity. As a general rule, it is recommended that the wait list capacity
be 1/2 the enrollment capacity for the class.
Wait listing begins as soon as enrollment appointments begin and a class has reached capacity.
Wait lists will be active through the add/drop period.
Students (or administrative staff on behalf of the student) must elect to be added to a wait list.
Factors that may prevent students from adding themselves to a wait list
If students are having difficulty adding themselves to a wait list, review the list below of factors that may
prohibit a student from adding themselves to a wait list.
•
•
•
•
•
The 15-credit limit for wait listing has been reached.
Already enrolled in another class section of the same course (unless performing a “swap”).
Requisites for the class are not met.
Academic unit has chosen not to offer a wait list for the class.
Wait list has reached capacity.
What prevents enrollment from a wait list?
Once a student has added themselves to a wait list, the enrollment process runs every night and enrolls
students based on availability and wait list position. When a student elects to be waitlisted, they are made
aware of their wait list position. Students may always check their wait list positions on their class schedule
in the Student Center. If an opening in a class occurs and a student is concerned because they were not
enrolled, please review the following factors and work with the student to resolve so that they may
become eligible to be enrolled from the wait list.
•
•
•
•
The wait listed class has a time conflict with another class the student is already enrolled in and a
swap has not been setup by the student.
Requisites (requirements or restrictions) for the class are not met.
The student has a hold that was not present at the time of enrollment.
The student is already enrolled in the maximum number of units (using swap will prevent this
issue).
Wait List Position Number
The waitlist position number informs students, staff and administration of a student’s spot on the wait list.
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Step-by-Step: Putting a student on a wait list
1
From the Main Menu, click Records and Enrollment
2
Click Enroll Students
3
Click Quick Enroll a Student
4
Enter the student’s University ID number in the ID field
5
Enter the student’s career (UGRD or GRAD)
6
Enter the term that you would like to enroll the student in classes
7
Click
8
Ensure that the Action dropdown menu has Enroll selected (this should happen by default)
9
Enter the 5-digit class number for the class you would like to enroll in the Class Nbr field OR follow
steps 10-14 to find a class
10 Click on the Look up Icon (
) next to the Class Nbr field
11 Enter the subject code you are searching for in the Course Subject field
12 Enter the course number you are looking for in the Course Number field
13 Uncheck the
14
button
Scroll to the bottom of the page and click
15 Find the class that you would like to enroll the student in and click select class
16 Click on the Class Overrides tab
17 Check the Wait List Okay box
18
Click the
button on the top right side of the screen
19 The status on the class you added will now change from “pending” to “messages”
In this scenario, the reviewing the message will inform the user that the student has been placed on
the wait list and will provide the wait list position number.
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Step-by-Step: Advisor Use of Swap
The Swap function behaves differently for students than it does for advisors. As a rule, students should set up
their own swaps to wait list. Advisors should only use the swap functionality to move students between
enrolled classes and open classes. The Swap feature will allow the drop and add to occur simultaneously
rather than performing two transactions.
Advisors should NOT use the swap functionality to add students the wait list for a class. If an advisor attempts
to set up a swap between an enrolled class and a wait listed class, the system treats the transaction as a
success and will drop the student from the enrolled class leaving them only on the wait list.
1
Navigate to Records and Enrollment -> Enroll Student -> Quick Enroll a Student
2
Enter the student’s University ID number, career and the term you would like to enroll the student
3
Click
4
Change the Action dropdown menu to Swap
5
Click on the Look up Icon (
6
Select the enrolled course that you would like to request to swap, by clicking the
icon is already checked)
7
Enter the class number for the class you would like to swap to in the Class Nbr field in the Change to
column
8
9
Click the
) next to the Class Nbr field
(notice that the
button on the top right side of the screen
To swap additional courses for this student, in the same term, click the
button on the far left
10 Repeat steps 4-8 for as many swaps as you would like to perform for the student
11 The status of each of the classes you dropped will now change from “pending” to “success”.
In this scenario, the success message means that the swap has been completed. The student has been
dropped from the first course you entered and enrolled in the second course.
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Service Indicators
Service indicators most closely resemble the holds that are currently used in the STARS/SIS environment.
In PeopleSoft, faculty and staff will see the new service indicator terminology. The students however, will
continue to see the word hold in the Student Center. It is important to recognize that these terms will be
used interchangeably.
There are two types of service indicators - positive and negative. Positive service indicators are utilized to
designate special services to be provided, or to identify special populations of students (ex. Fullbright
scholars). Negative service indicators usually have an impact on services for a student and can prohibit
enrollment, or restrict the availability of transcripts or diplomas.
When a service indicator is assigned to a student, the corresponding negative or positive service indicator
button appears on most pages about that person. One button can represent one or several service
indicators. You would click the buttons on any of those pages to navigate to the appropriate details page,
where you can determine how many and which restrictions apply.
Appears on a page when a negative service indicator is assigned to the student.
Users can click the icon to access the Manage Service Indicators page, from which you can view
details about the service restrictions associated with each negative service indicator for the
student.
Appears on a page when a positive service indicator is assigned to the student.
Users can click the icon to access the Manage Service Indicators page, from which you can view
details about the service privileges associated with each positive service indicator for the student.
Placing Service Indicators
The authority to place service indicators on student’s records is controlled by the University. Permission
will need to be granted for placement of specific service indicators and will relate to your role on campus.
Removing Service Indicators
Service indicators are dated to show the academic term in which they will take effect. A service indicator
can be established to remain in effect until removed, or it may be established to remain in effect for a
specified number of terms. If you have been given access to add certain service indicators to a student’s
record, once the student resolves the issue you must also remove the service indicator from their record.
In some cases, service indicators will not be resolved instantaneously. Students should be encouraged to
acknowledge and work to resolve any holds on their accounts well in advance of their enrollment
appointment.
Service Indicator Records
Information on service indicators is stored in PeopleSoft. Removing a service indicator ends the hold on a
student’s record, but retains the information for auditing purposes. Individuals with the designated
authority may see the service indicator history for any particular student.
http://www.rit.edu/sistraining/
Page 21 | July 2012
Adding a Service Indicator to a student record
1
From the Main Menu, click Campus Community
2
Click Service Indicators (Student)
3
Click Manage Service Indicators
4
Enter the student’s University ID number in the EmplID field
5
Click
6
Click
7
Click the Look up Service Indicator Code icon ( )
8
Select the Service Indicator that you’d like to add from the Service Indicator Cd column
9
Select the Service Ind Reason code lookup icon ( )
10 Select the appropriate value from the Service Ind Reason Code column
11 Enter a Start Term
12 Enter a Start Date
13
Scroll to the bottom of the page and press
http://www.rit.edu/sistraining/
Page 22 | July 2012
Removing a Service Indicator from a student record
1
From the Main Menu, click Campus Community
2
Click Service Indicators (Student)
3
Click Manage Service Indicators
4
Enter the student’s University ID number in the EmplID field
5
Click
6
Click on the Service Indicator code for the hold you would like to remove
7
Click the
8
Click
button in the top right corner
to release the service indicator
http://www.rit.edu/sistraining/
Page 23 | July 2012
Downloading a List of Classes within a Subject Area to Excel
Using the class search page you can download a list of classes within your subject area to Excel so you can
have an editable spreadsheet with class numbers at your disposal. In order for this to work you must
make sure the popup blocker on your browser is disabled.
1
From the Main Menu, click Self Service
2
Click Class Search
3
Make sure you have the correct Term selected.
4
Enter the four-digit Course Subject code. If you do not know the code, click
5
Change the Course Number dropdown to greater than or equal to
6
Enter 1 in the Course Number field.
7
Deselect the Show Open Classes Only option
8
9
Click Search
Click the Show All Columns button
10 Scroll to the right and click the Download button
*NOTE: If you are using Internet Explorer, you must press and hold the Ctrl key before you click the
Download button—continue holding Ctrl until you are prompted to save or open the file.
11 You can now open the file with Excel or save it to your computer. You now have an editable version
of the class schedule that you can manipulate to show the information you find most useful.
Remember, the 5-digit class numbers are only valid for one term. They will not be re-usable during
the next term.
http://www.rit.edu/sistraining/
Page 24 | July 2012
Viewing Enrollment Transaction History
Viewing enrollment transaction history allows you to view exactly when and how a student was enrolled
in, placed on a wait list, changed position on a wait list, swapped, or dropped from a class. You can search
for all transactions within a specified term for an individual student or individual class.
1
From the Main Menu, click Records and Enrollment
2
Click Enroll Students
3
Click Enrollment Request Search
4
Click
5
Enter the term that you would like to view enrollment for
6
You can use this page to view all of the enrollment transactions for a particular student or class.
To view transactions for a student, enter their University ID# in the Empl ID field. To search by a
student’s name, click the Look up Empl ID icon ( ).
To view transactions for a class, enter the 5-digit class number in the Class Nbr field. To conduct a
more advanced class search, click the Look up Class Nbr icon ( ).
7
Click
8
All enrollment transactions for the student or class from that term will be displayed after you click
Search. The first 7 columns display the User ID of the person who conducted the transaction, the
University ID of the student who was enrolled, the term, the class number, subject area, catalog
number, and academic career.
You can find additional information by toggling through the tabs. Some important items to note
include:
•
•
•
•
•
•
Field 9 displays the date and time of the transaction
Field 10 displays the source of the enrollment transaction (ex: Quick Enroll, Self Service, Wait
List Engine)
Field 12 displays the type of enrollment transaction (ex: enroll, drop, swap)
Field 15 displays the number of class units
Field 19 displays the grading basis
Fields 26-39 display the overrides that are available on the Quick Enroll a Student page
http://www.rit.edu/sistraining/
Page 25 | July 2012
Specifying User Defaults
There are a few specific data entry fields for which most users will virtually always enter the same value.
The system allows you to identify certain fields and set default values for them, known as User Defaults, so
that whenever the system requests this data, it will be entered for you automatically.
There are two defaults that are recommended for end users to set up – Institution and Carry ID. When
signing in to PeopleSoft for the first time you should setup your user defaults immediately. This assists
with data entry.
1
From the Main Menu, click Set Up SACR
2
Click User Defaults
3
In the Academic Institution box, type RIT01
4
In the Career Group SetID box, type RIT01
5
In the Facility Group SetID box, type RIT01
6
Click on the User Defaults 4 tab
7
Check the box that says Carry ID
8
Click Save
http://www.rit.edu/sistraining/
Page 26 | July 2012
Additional PeopleSoft Training Modules
Throughout the stages of transition to the new Student Information System, additional training
opportunities will be made available to students, staff and faculty. All training documentation can be
found online at: http://www.rit.edu/sistraining. Below you will find a list of training tools presently
available.
System Overview
•
•
•
Introduction to PeopleSoft
CRM Fundamentals (including video)
Wait Lists (including video)
Faculty
•
•
Visual Tour of the new Class Search
Faculty Center Overview (including video)
Students
• Visual Tour of the new Class Search
• Student Center Overview (including video)
Advisors
• Visual Tour of the new Class Search
•
•
Advisor Center Overview (including videos)
Student Center Overview for Advisors (including videos)
Frequently Asked Questions
Questions from each training session, along with questions posed through the change agent network are
being answered and posted in a knowledge based wiki for students, staff and faculty to access.
http://www.rit.edu/sistraining/
Page 27 | July 2012
Appendix A:
Active Course Subject Codes:
A Guide for 2012-2013
http://www.rit.edu/sistraining/
Page 28 | July 2012
Active Course Subject Codes: A Guide for 2012-2013
IMPORTANT: The course
subject lookup will default to
the letter "A," but do NOT look
for course subjects
alphabetically. The alpha
subject codes are being used
for semester classes, so you
won't find any results for
classes in the Fall 2012-13
quarter. Look for your subject
(called discipline in the legacy
SIS) in the numeric lists. For
example: Computer Science
has a numeric subject code
4003, so look for it under "4,"
and not "C."
There are also several numeric course subject codes that are in the system for historical purposes, but are
no longer used and will not yield any search results when you use them in a search. Please use this guide as
a reference for all of the currently active subject codes.
http://www.rit.edu/sistraining/
Page 29 | July 2012
Active Course Subject Codes: A Guide for 2012-2013
Navigating using College Codes
01 - Business
08 – NTID
20 – Imaging Arts & Sciences
03 – Engineering
10 – Science
30 – Interdisciplinary Studies
05 – Liberal Arts
11 – Wellness
40 – Computing & Information Sciences
06- Applied Science & Technology 17 – Academic Services
50 – Institute for Sustainability
The 1st two digits of the course subject codes are the college codes
Course
Subject
Code
0101
0102
0103
0104
0105
0106
0110
0112
0113
0114
0116
0301
0302
0303
0304
0305
0306
0307
0308
0309
0310
0500
0501
0502
0504
0505
0506
0507
0508
0509
0510
0511
0512
0513
0514
0515
Discipline Name
Accounting
Management
Economics
Finance
Marketing
Decision Sciences
Business Legal Studies
Management Information Systems
International Business
Technology & Innovation
Consumer Finance
Electrical Engineering
General Engineering
Industrial & Systems Engineering
Mechanical Engineering
Microelectronic Engineering
Computer Engineering
Quality & Applied Statistics
Microsystems Engineering
Chemical Engineering
Biomedical Engineering
Liberal Arts/Degree Audit
Criminal Justice
Writing
Literature
Fine Arts
Humanities
History
Science Technology & Society
Philosophy
Anthropology
Economics
Social Science
Political Science
Psychology
Sociology
http://www.rit.edu/sistraining/
Course
Subject
Code
0517
0519
0520
0521
0522
0524
0525
0526
0527
0533
0535
0550
0606
0607
0608
0609
0610
0614
0617
0618
0619
0620
0621
0622
0623
0624
0625
0626
0627
0630
0632
0633
0634
0635
0640
Discipline Name
General Studies, General
Interdisciplinary – Aerospace
Interdisciplinary – Liberal Arts
Public Policy
Women’s & Gender Studies
International Studies
Foreign Languages
Urban and Community Studies
School Psychology
Museum Studies
Communication
Honors Liberal Arts
Engineering Technology
Packaging Science
Civil Engineering Technology
Electrical Engineering Technology
Mechanical Engineering Technology
Telecommunications Engineering
Technology
Manufacturing Engineering Technology
Computer Engineering Technology
Hospitality Service
Nutrition Management
Food Management
Hotel & Resort Management
Travel & Tourism Management
Hospitality – Tourism
Service Quality Management
Human Resource Development
Instructional Technology
Environmental Management
Facility Management
Safety Technology
Disaster & Emergency Management
Health Systems Administration
Reserve Officer Training – ARMY
Page 30 | July 2012
Active Course Subject Codes: A Guide for 2012-2013
Navigating using College Codes
01 - Business
08 – NTID
20 – Imaging Arts & Sciences
03 – Engineering
10 – Science
30 – Interdisciplinary Studies
05 – Liberal Arts
11 – Wellness
40 – Computing & Information Sciences
06- Applied Science & Technology 17 – Academic Services
50 – Institute for Sustainability
The 1st two digits of the course subject codes are the college codes
Course
Subject
Code
0660
0801
0804
0805
0806
0813
0825
0826
0829
0835
0853
0855
0875
0876
0878
0879
0880
0881
0882
0883
0884
0885
0886
0887
0890
0891
1001
1004
1005
1006
1008
1009
1010
1011
1012
1013
Discipline Name
Electrical Mechanical Engineering
Technology
Accounting Technology
Business Careers
Applied Computer Technology
Interdisciplinary Studies
CIMT – Computer Integrated Mach Tech
Art and Computer Design
Summer Vestibule Experience
Incomplete Schedule
Graduate Secondary Education
Science and Engineer. Support
Art and Imaging Studies
ASL-English Interpretation
Deaf Studies
Digital Imaging & Publishing Technology
Laboratory Science Technology
Communications Studies & Humanities
Performing Arts
Social Sciences
English
Mathematics
Science
American Sign Language
Career Exploration
Computer Aided Drafting Technology
Automation Technologies
Biology
Biology/Medical General Education
Field Biology
Environmental Science
Analytical Chemistry
Bio Chemistry
Chemistry
General Chemistry
Inorganic Chemistry
Organic Chemistry
http://www.rit.edu/sistraining/
Course
Subject
Code
1014
1015
1016
1017
1018
1022
1023
1026
1028
1029
1030
1032
1040
1050
1051
1055
1060
1070
1099
1103
1105
1106
1107
1108
1109
1110
1111
1112
1113
1114
1115
1701
1710
1715
1720
1740
Discipline Name
Physical Chemistry
Environmental Chemistry
Mathematics & Statistics
Physics
General Science Exploration
Computational Math
Clinical Chemistry
Medical Sciences
Materials Science & Engineering
Polymer Chemistry
Diagnostic Medical Sonography
Physician Assistant
Premed Studies
Color Science
Imaging Science
Honors in Science and Mathematics
Astrophysical Sciences and Technology
Center for Biological Education &
Training
Interdisciplinary Science
Phys Ed - Varsity
First-Year Enrichment
Club Sports
Health and Wellness Seminars
Dance
Fitness
Health and Safety
Lifetime Rec Activities
Interactive Adventures
Martial Arts
Military Sciences
Faculty/Staff Wellness
English Language Center
Academic Support Center
College Restoration
First-Year Enrichment
Discover-RIT Pre-Orientation
Page 31 | July 2012
Active Course Subject Codes: A Guide for 2012-2013
Navigating using College Codes
01 - Business
08 – NTID
20 – Imaging Arts & Sciences
03 – Engineering
10 – Science
30 – Interdisciplinary Studies
05 – Liberal Arts
11 – Wellness
40 – Computing & Information Sciences
06- Applied Science & Technology 17 – Academic Services
50 – Institute for Sustainability
The 1st two digits of the course subject codes are the college codes
Course
Subject
Code
2009
2010
2011
2012
2013
2014
2015
2019
2020
2021
2035
2037
2039
2040
2041
2042
2043
2044
2045
2046
2060
2061
2065
2066
2067
2068
2076
2080
2081
2082
Discipline Name
New Media Design
Graphic Design
Art Education
Art & Design Extended Studies
Foundation Courses
Computer Graphics Design
Interior Design
Illustration
Medical Illustration
Fine Arts Studio
Industrial Design
Graduate Studies
Art History
Ceramics & Ceramic Sculpture
Glass
Metalcrafts & Jewelry
Weaving and Textile Design
Woodworking & Furniture Design
General Craft Studies
Crafts Extended Studies
Fine Art Photo
Biomedical Photo
Film/Video/Animation
Graduate Photography
Photographic Arts
Imaging Systems Management
Imaging & Photographic Technology
Printing Management
Printing Technology
Graphic Media Publishing
Course
Subject
Code
2083
3002
3080
3081
3084
3085
3088
3092
3093
3096
3097
3099
4001
4002
4003
4004
4005
4006
4010
4011
4020
4040
4050
4055
4080
4085
5001
5010
Discipline Name
New Media Publishing
University Studies
Accounting & Business Systems
Business Admin – Mgmt.
Quality Management
Global Sourcing
Tech Communications
Math & Science
Geographic Technology
Security Technology
IMDB Multi/Interdisciplinary Studies
Professional Studies
Computer Programming
Information Sciences & Technologies
Computer Science
Info Tech Grad Web & Multimedia
Graduate Computer Science
Medical Informatics
Software Engineering
Software Engineering – Graduate
Intra-College Studies
Computing & Information Sciences –
PhD
Networking, Security & Systems Admin
– Undergraduate
Networking, Security & Systems Admin
– Graduate
Interactive Games & Media
Interactive Games & Media – Graduate
Institute for Sustainability
Architecture
Appendix B:
Glossary of Terms and Icons
Glossary of Terms and Icons in PeopleSoft
PeopleSoft Term/Icon
(Look up icon)
(Add a new row)
Description
The look up icon appears next to each field with values associated with it. If at any
time a user is unsure of a value, clicking the look up icon will open a window listing all
valid values for the field in question.
This symbol is used to add additional entries to the transactional pages. For example
if you have added one class and you want to add another for the same term, you
would select the
(Delete a row)
Academic Career
The
to add the row for the second class.
icon is used to remove a row from a list.
Academic Level
Career indicates the level of study that the student is currently enrolled in –
undergraduate, graduate or continuing education.
Used to group academic programs and courses. Most closely resembles the legacy
college structure.
The institution is always RIT01 and is the same for all campuses regardless of location
(RITzero1).
Student year level
Academic Load
The number of units (credits) a student can enroll in per term.
Academic Organization
Units responsible for programs, plans, and/or courses.
Academic Plan
An area of study within an academic program or academic career. Major, 2nd major,
minor, or concentration.
The combination of academic career and academic group.
Academic Group
Academic Institution
Academic Program
Academic Structure
Academic Sub‐plan
Action Date
Action Reason
Add
Auto Enroll
Auto Populate
Campus
Career
Class
Class Associations
http://www.rit.edu/sistraining/
Defines how programs (including degrees, majors, specializations, and
concentrations) are organized.
An area of further specialization within an academic plan. Sub‐plans are always linked
or attached to a Plan.
The date the information was updated to the system.
Indicates why a particular program action was taken, or offers further description of
the program action.
The process of enrolling a student into a class.
A feature set up in the class schedule which automatically enrolls the student in a
related class (i.e, when a student enrolls in a class that has a required lab, the system
enrolls them into the lab).
Once a specific field is filled in, tabbing out of that field will cause other specific fields
in that section to automatically fill in as well.
A campus is used to indicate where the courses are scheduled. RIT Croatia, RIT
Dominican Republic, RIT Dubai, RIT Kosovo, RIT Main, RIT Prague, RIT Turkey.
Undergraduate (UGRD), graduate(GRAD), continuing education (CNED).
A specific offering of a course in a term. A class may have several components such as
a lecture or lab.
How groups of classes are set up to ensure the appropriate related classes of the
same course are presented to students during the enrollment process.
Page 34 | July 2012
PeopleSoft Term/Icon
Description
Class Number
The class number is a unique, 5-digit, identifier given to each offering of a course.
Class numbers are unique per class (section) and are also unique per term.
A list of students enrolled in a class, on a wait list for a class, or that have dropped the
class.
Provides class scheduling information by week or term.
Class Roster
Class Schedule
Course Attributes
Course Catalog
Course ID
Drop
Drop with Penalty
Edit
Effective Date
Enrollment Appointment
Enrollment Component
Enrollment Request
Enrollment Requirement
Group
Expected Graduation
Term
Faculty Center
Searchable characteristics that are attached to courses or specific class sections.
Some examples of class attributes include General Education Electives, Honors, and
Access Services. Course Attributes must be assigned a corresponding Course Attribute
Value.
A list of all courses that are or have been offered at RIT, with descriptions and all
other course details.
Master course identification number automatically assigned by the system. Course
IDs always remain with the course, even if the course is renumbered.
The process of removing a class that a student is already enrolled in or on a waitlist
for.
The process of dropping a class after the add/drop period. This will assign a student a
grade of W for the class.
The process of changing characteristics of a class that a student has enrolled in.
Editable characteristics include the number of units and the grading basis.
Allows the tracking of changes over time by recording the date each change becomes
effective. This allows for the entry of future‐dated changes, and the ability to view
changes to a record over time.
Date and time when a student or group of students can begin enrolling in classes for a
term.
When scheduling a course that requires more than one component, all sections
associated to one component type will be defines as the “enrollment” component
and any other components will be considered the “non‐enrollment” component.
An attempt to enroll or register in a particular class.
A set of rules that is associated to one or more courses and/or classes and specifies
the requirements that a student must meet in order to enroll. The rule can specify
things such as a student’s career, program and plan, academic level, etc.
The term the student expects to graduate.
Instruction Mode
Self‐service component that centralizes information about an instructor’s classes and
students in one location.
The component of the Faculty Center that instructors use to enter grades for their
classes.
Every course has to have a graded component. Classes which are assigned the graded
component will have grade rosters generated for them at the end of the term in
preparation for grade entry.
How a class is taught (in person, online, blended, etc.)
Legacy
Commonly used to refer to the old SIS or any system that PeopleSoft is replacing.
Grade Roster
Graded Component
http://www.rit.edu/sistraining/
Page 35 | July 2012
PeopleSoft Term/Icon
Description
Location
Searchable filed used to provide more detail regarding where a class is offered. RIT
Croatia, RIT Dominican Republic, RIT Dubai, RIT Kosovo, RIT Prague, RIT Turkey,
Rochester Institute of Technology, including off-campus locations for a specific
campus.
The process which automatically creates a student record for applicants who have
accepted an offer of admission, have been admitted, and have paid their registration
deposit. Matriculation enables the student to be term activated and then proceed
with registration. Note: This term no longer indicates if a student is degree seeking.
Typically have an impact on services for a student and can prohibit enrollment, or
restrict the availability of transcripts or diplomas.
Matriculation
Negative Service
Indicator ( )
Person Record
Planner
Positive Service Indicator
( )
Requisites
Data in PeopleSoft that uniquely identifies a person. Includes information that
identifies a person, such as: name, birth date, citizenship, gender, ethnicity, address,
and telephone number. Each person only has one person record in PeopleSoft.
Students can use the planner to identify courses they would like to take in the future.
Utilized to designate special services to be provided to a student, or to identify special
populations of students (i.e. Fullbright scholars).
Course restrictions, pre‐requisites, and co‐requisites.
Reserve capacities
Blocks of seats reserved for specific groups of students for specific periods of time.
Service Impact
The resulting action triggered by a service indicator. For example, a service indicator
that reflects nonpayment of account balances by a student might result in a service
impact that prohibits registration for classes.
A period of time within a term in which classes are offered.
Session
Student Appointment
Block
Student Center
Determines how groups of students are assigned to an enrollment appointment.
Student Record
A historical account of a student’s record.
Subject/Subject Area
Topic area of a course (i.e. quarters: 1001, semesters: BIOL).
Swap
The process of switching from a class a student is currently in to a desired class they
would like to enroll in. The student will not lose their seat in the class they are
currently enrolled in until they receive a seat in the desired class.
Describes a period of time in which classes are scheduled and students register and
statistics are calculated. A term can represent a quarter, semester, or intercession
period.
Creation of a term record for a student which then enables them to register in the
activated term(s) when registration opens.
The process of copying a previous year’s term forward providing a starting point for
the scheduling of a new term.
Credit Hours. Identifies the amount of credit that applies to the course.
Term
Term Activation
Term Roll
Units
Variable Data
Wait List
http://www.rit.edu/sistraining/
A self‐service component where students manage their university‐related activities.
The information that links a specific communication to a person in the database, using
key data from the person’s record.
A process that allows students to receive a spot on a list for possible entry into a class
that is full.
Page 36 | July 2012