SES User Guide Version 2

8/3/2019 SES User Guide Version 2

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Louisiana Technical College

User Guide

for

Student Enrollment System

Version 2.0


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Table of Contents

REVISION CONTROL ................................................................................................................................3

PURPOSE ......................................................................................................................................................4

OVERVIEW ..................................................................................................................................................5

SYSTEM NAVIGATION / GENERAL SYSTEM FUNCTIONS.............................................................8

LOGIN SCREEN ............................................................................................................................................8MAIN SCREEN..............................................................................................................................................9KEYBOARD NOTES ....................................................................................................................................11TOOLBAR...................................................................................................................................................11FIELD FUNCTIONALITY..............................................................................................................................12SEARCH FUNCTIONALITY...........................................................................................................................13

Student Search .....................................................................................................................................13DATAGRID FUNCTIONALITY ......................................................................................................................16

Adding New Records............................................................................................................................16 Deleting Records..................................................................................................................................19 Editing Records....................................................................................................................................20

ACCESSING REPORTS.................................................................................................................................24

SYSTEM MODULE FUNCTIONS ...........................................................................................................28

CLASSROOM MAINTENANCE......................................................................................................................28INSTRUCTOR MAINTENANCE .....................................................................................................................35NON-CREDIT COURSE MAINTENANCE.......................................................................................................42TRANSFERRING INSTITUTION MAINTENANCE ............................................................................................49DATA DUMPS.............................................................................................................................................51

STUDENT MODULE FUNCTIONS.........................................................................................................54

MASTER.....................................................................................................................................................54STUDENT PROGRAM ..................................................................................................................................59TRANSFER INFORMATION ..........................................................................................................................60TEST SCORES .............................................................................................................................................63PERKINS DATA ..........................................................................................................................................64EMPLOYMENT DATA..................................................................................................................................65ADDITIONAL ADMISSIONSDATA ...............................................................................................................66STUDENT PROGRAM EXIT ..........................................................................................................................67

TERM MODULE FUNCTIONS................................................................................................................68

TERM SCHEDULE MAINTENANCE ..............................................................................................................68STUDENT REGISTRATION...........................................................................................................................72

Registering a Student ...........................................................................................................................72 Withdrawing a Student from a Class ...................................................................................................74

STUDENT GRADE MAINTENANCE ..............................................................................................................77CLASS ROSTER ..........................................................................................................................................79BATCH ROSTERS........................................................................................................................................82OFFICIAL TRANSCRIPTS .............................................................................................................................83

TUITION MODULE FUNCTIONS ..........................................................................................................86

STUDENT TUITION FINANCIAL AID ............................................................................................................86STUDENT TUITION .....................................................................................................................................91FISCAL SUMMARY .....................................................................................................................................95

LTC Student Enrollment System Wednesday, February 27, 2008User Guide Version 2.0 Page 2 of 98


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LTC Student Enrollment SystemUser Guide Version 2.0

Revision Control

The following table is provided to include a list of all revisions to the User Guide document:

OriginalDate/Ver #

RevisionDate/Ver #

OrigPg

Pg Reference Comment V

01/30/2008Ver. 1.0

02/27/2008Ver. 2.0

Updated title page and footers

Ver. 1.0 Ver. 2.0 48 48 Non-CreditCourseMaintenance

Replaced screenshot to reflectupdated screen

Ver. 1.0 Ver. 2.0 50 50 TransferringInstitutionMaintenance

Replaced screenshot to reflectupdated screen

Ver. 1.0 Ver. 2.0 60-62

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TransferInformation

Replaced screenshots in this sectionto reflect the updated screen

Ver. 1.0 Ver. 2.0 67 67 StudentProgram Exit

Replaced screenshot to reflect theupdated screen

Ver. 1.0 Ver. 2.0 71-75

72-76

StudentRegistration

Replaced screenshots in this sectionto reflect the updated screens

Ver. 1.0 Ver. 2.0 85-89

86-90

StudentTuitionFinancial Aid

Replaced screenshots in this sectionto reflect the updated screens andupdated order of steps

Ver. 1.0 Ver. 2.0 90-

93

91-

93

Student

Tuition

Replaced screenshots in this section

to reflect the updated screens


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Purpose

This document presents the functions of the Louisiana Technical College (LTC)s StudentEnrollment System (SES). The content included in this User Guide is provided to assist in thesuccessful operation ofSES.

This document is designed to provide step-by-step instructions for tasks completed in SES. Eachtask will be described, and screenshots will be provided to demonstrate the proper navigation ofSES for each respective task. The data shown in the screenshots of this document is for formatreview purposes only. Note that a users system access is dictated by the role assigned to thatusers login.

The System screens available in the Windows application are not covered in this document butare discussed in the System Administration Manual. These screens are administered by thesystem administrator and are secured from other users.



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Overview

LTCs SES is designed to assist in the replacement of the current student data managementsystem, Student Course Enrollment Access System (SCEAS), with a consolidated and normalizedSQL database and a web-interface.

Features and functions ofSES include:

1. A Web-based system providing the following functions:o Setting campus defaults and processing term

o Campus term functions:

Maintaining non-credit and credit courses, classrooms, instructors, term schedule,and term fees

Replicating schedules and fees for next term Providing for credit by exam / challenge test for transcript purposes

o Student demographic and term-related functions: Maintaining student master data, student transfer data, course transfer history Providing a list of students and a list of students program enrolled/exit Changing a Social Security Number (SSN) Setting academic standing, student level, and Pell dates based on policies Providing for student notes and comments

o Student term-related and course-related functions:

Registering a student Withdrawing a student Maintaining grades Printing individual and batch schedules, report cards, class and batch rosters, and

internal/unofficial transcripts

Calculating term grade point average (GPA)o Miscellaneous data functions

Exporting data Maintaining transferring institutions and student receivables Printing basic reports and official transcripts Deleting registrations for those not paid and with no third party payments



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Maintaining all student data (demographic and course)2. A Windows-based application for system functionality and maintenance3. A SQL database in which:

o Each campus will remain separate through security rights.

o The students data is traceable by the campus at which they are enrolled.

o Students are able to enroll at more than one (1) campus (cross enroll) or change fromone (1) campus to another.

o Tuition information is maintained as it currently is in SCEAS.

o The campus can print official and unofficial transcripts for the student with allcoursework, even from other LTC campuses.

4. Extracting data for various reports, such as:o Statewide Student Profile System (SSPS)o Student Credit Hours (SCH)o Annual Completerso 14th class day datao Integrated Postsecondary Education Data System (IPEDS)o LTC Annual Reporto Council on Occupational Education (COE) Reporto Student Transcript System (STS) data and ACT scores Financial Aid Data System

(FADS)

5. Multiple level (group and user) security including logon identifiers and passwords.Levels include:o Row level securityo Read and report onlyo Read, report, and editing of specific forms and reportso Read, report, and editing of all forms and reports

6. Documentation including:o User Guideo System Administration Manualo Technical Manual

Strategic Business Solutions, Inc. (SBS) development standards were used for all tables, forms,and reports to provide the system with a consistency that will facilitate accuracy of theinformation, maintenance, upgradeability, and performance. SBS naming conventions wereemployed in the development of the database tables to create consistency in design and tosimplify the system documentation and maintenance.



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System Navigation / General System Functions

This section contains information that is helpful in navigating SES anddetails the steps requiredto perform common functions in the system.

Login Screen

The following is an example of theLogin screen that appears when opening SES. Each user isassigned a unique username and password to access the application.

Field Name Description

Username Login ID of the user

Password Password of the user

Login Opens SES

Close Cancels the opening ofSES and closes theLogin screen



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Main Screen

The following is an example of the main screen that appears when a user opens SES. There arefour (4) modules in SES:

1. Student2. Term3. Tuition4. System



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Click the name of the module to expand the menu and display the screens available in thatmodule. Likewise, a module can be collapsed to hide the screens in the module.

All modules have been expanded in the following screenshot to show the screens available ineach module.



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Keyboard Notes

The following keyboard functions can be helpful while working in SES.

Tab Moves the cursor to the beginning of the next field

Shift + Tab Moves the cursor to the beginning of the previous field

Alt + Arrow Down Allows the user to show the contents of a dropdown listwithout using the mouse

Arrow Right / Left Allows the user to select option buttons without using themouse

Space Bar Allows the user to check and uncheck checkboxes withoutusing the mouse

Toolbar

To assist the user, a custom toolbar is available, which allows the user to navigate through thedata within the application.

1 2 3

The buttons on the toolbar, numbered from one (1) to three (3) above, perform the followingfunctions:

1. Saves information2. Opens the Student Search screen3. Opens theReports Menu



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Field Functionality

The following table explains the functionality of fields in SES.

Field Color Field Functionality Definition

White Optional field Field can be filled out or left blankYellow Required field Information must be entered for field

Gray Disabled field Information cannot be input into field; data isread-only

The following screenshot provides examples of the field functionality:

When invalid data has been entered in a field, a pop-up message providing information regardingthe invalid data will appear upon clicking Save. A red exclamation mark (!) will also appearnext to the field with invalid data.



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Search Functionality

ALWAYS SEARCH FOR A STUDENT BEFORE ENTERING A NEW STUDENT.

The search filters throughout the system are defaulted toFirst Part search. The search filteroptions are explained in the following table.

Search Filter Description Example

F Matches full text entered A full text search for First name ofMary willreturn all records with a first name of Mary.

Fi Matches first part of text A first part search for First name ofMwillreturn all records with a first name beginning withM.

A Matches any part of text An any part search for First name ofMwillreturn all records with a first name containing theletterM.

All search screens in SES work the same. The search process is explained in the followingsection using the Student Search screen as an example.

Student Search

SES allows users to search for and select a specific student. The following steps describe how tosearch for a student.

1. Click the Student Search icon on the toolbar to open the Student Search screen.



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2. Enter the search criteria, then clickSearch.ALWAYS SEARCH FOR THE STUDENT BY SOCIAL SECURITY NUMBER

FIRST. IF THERE IS NO MATCH, SEARCH AGAIN BY NAME.

ClickClearto remove the search criteria and/or results. ClickCancel to close theStudent Search screen without selecting a student.



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3. To select a student, clickSelecton the row of the desired record. The Student Searchscreen will close and set the global student to the student selected. This studentsinformation will be displayed throughout the system.



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Datagrid Functionality

The following steps describe how to add, delete, and edit records within a datagrid.

Adding New RecordsTo add a new record:

1. ClickAddin the datagrid to enable the field(s) for entry of a new record.



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2. Enter the information for the new record in the enabled fields. ClickCancel in thedatagrid to exit the entry without saving.



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3. ClickSave on the toolbar, and the new record will populate in the grid.



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Deleting Records

To delete an existing record:

1. ClickDelete on the row of the record to be deleted.

2. ClickOKon the pop-up message to confirm the deletion and remove the data from thegrid.



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Editing Records

To edit a previously saved record:

1. ClickView on the row of the record to be edited, and the information will populate thefields.



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2. ClickEditto enable the fields for editing.



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3. Modify the information, as necessary. ClickCancel to exit the entry without saving.



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4. ClickSave on the toolbar, and the edited record will populate in the grid.



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Accessing Reports

SES allows users to generate, view, and print reports. Not all reports in SES are accessedthrough theReports Menu. Reports accessed through other screens of the system are discussedin the appropriate sections of this document.

The following reports are available in theReports Menu:1. Batch Schedules2. COE Exits for Annual Report3. Cumulative Enrollment4. Detailed Head Count by Program5. Developmental Term FTE6. Instructor Load7. Internal Transcript Unofficial8. Missing High School Grad Year9. Missing High School Names10.Perkins Information on Students11.Report Cards12.Room Utilization13.STS Detailed Student Transcript14.STS Student Graduation Verification15.Students by Name16.Students by SSN17.Term Exit Report18.Testing Information on Students



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The following steps describe how to access reports in theReports Menu.

1. To open theReports Menu, click theReports icon on the toolbar.



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2. Select the report from the alphabetical list of reports, then clickPreview.

3. If the report has a parameter form, it will open and allow the user to specify recordselection criteria used to limit the output of the report. Enter the appropriate information,then clickView to preview the report.

NOTE:For term reports, enter the requested terms as follows:

YYYYFL Fall semesters, example 2007FLYYYYSP Spring semesters, example 2008SPYYYYSM Summer terms, example 2008SM

For annual reports, enter the beginning year requested as follows:2006 for the 2006-07 academic year (Summer 06 thru Spring 07)2007 for the 2007-08 academic year (Summer 07 thru Spring 08)



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The report will open in a separate window as an Adobe Reader PDF document and canbe printed using the Printicon on the toolbar.



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System Module Functions

This section details the steps required to perform common functions in the System module ofSES. The following screens are available in the System module and reviewed on the followingpages:

Classroom Maintenance Instructor Maintenance Non-Credit Course Maintenance Transferring Institution Maintenance Data Dumps

Classroom Maintenance

This section describes how to maintain classroom information using the Classroom Maintenancescreen. The user can add a new classroom or edit information for an existing classroom.

1. From the treeview, select System > Classroom Maintenance.



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2. Upon initial access of the Classroom Maintenance screen, the fields will be empty.Proceed to Step 3 to add a new classroom and/or Step 4 to modify an existing classroom.

The Campus Property Manager or Campus Dean should provide classroom data for this

function. The classroom data is used to validate the room selected when building a schedule

for a new term and for the Property Managements Room Utilization report.

ALWAYS SEARCH FOR THE ROOM PRIOR TO ENTERING A NEW ROOM. See step

3b for instructions on Searching for a classroom.



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To add a new classroom:

a. Enter the information for the classroom, then clickSave on the toolbar.



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b. To enter additional classrooms, clickNew.

c. The fields will clear to allow for entry of the new classroom information, thenrepeat Step 3a.



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3. To modify an existing classroom:a. Click the Search icon for the Classroom numberfield to open the Classroom

Search screen.



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b. The Classroom Search screen will open. Search for and select a classroom. TheClassroom Maintenance screen will be automatically populated with theinformation for the selected classroom.

This screen mirrors the functionality of other search screens in SES. Refer to the

Student Search section of this document for detailed instructions.



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c. Modify the necessary information, then clickSave on the toolbar.

d. To modify additional classrooms, repeat Steps 4a 4c.



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Instructor Maintenance

This section describes how to maintain instructor information using theInstructor Maintenancescreen. The user can add a new instructor or edit information for an existing instructor.

ALWAYS SEARCH FOR AN INSTRUCTOR PRIOR TO ENTERING A NEWINSTRUCTOR.

1. From the treeview, select System > Instructor Maintenance.



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2. Upon initial access of theInstructor Maintenance screen, the fields will be empty.Proceed to Step 3 to add a new instructor and/or Step 4 to modify an existing instructor.

NOTE: ALWAYS SEARCH FOR AN INSTRUCTOR (see page 40) USING THE

SEARCH BUTTON ON THE SIDE OF THE PEOPLESOFT ID BEFORE ENTERING A

NEW INSTRUCTOR. IF YOU DO NOT FIND THE INSTRUCTOR, PROCEED WITH

ADDING A NEW INSTRUCTOR. IF YOU FIND THE INSTRUCTOR, GO TO #3, TO

MODIFY AN EXISTING INSTRUCTOR.



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To add a new instructor:

a. Enter the information for the instructor, then clickSave on the toolbar.

b. If the instructor is associated with more than one (1) campus, additional campusescan be added to the datagrid. Refer to the Datagrid Functionality section of thisdocument for detailed instructions.



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c. To enter additional instructors, clickNew.

d. The fields will clear to allow for entry of the new instructors information, thenrepeat Steps 3a and 3b.



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3. To modify an existing instructor:a. Click the Search icon for the PeopleSoftID field to open theInstructor Search

screen.



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b. TheInstructor Search screen will open. Search for and select an instructor. TheInstructor Maintenance screen will be automatically populated with theinformation for the selected instructor.





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d. To modify additional instructors, repeat Steps 4a 4c.



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Non-Credit Course Maintenance

This section describes how to maintain non-credit course information using the Non-CreditCourse Maintenance screen. The user can add a new non-credit course or edit information foran existing non-credit course.

1. From the treeview, select System > Non-Credit Course Maintenance.



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2. Upon initial access of theNon-Credit Course Maintenance screen, the fields will beempty. Proceed to Step 3 to add a new non-credit course and/or Step 4 to modify anexisting non-credit course.



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3. To add a new non-credit course:a. Enter the information for the non-credit course, then clickSave on the toolbar.

PLEASE NOTE:

A. CABBRALL NON-CREDIT COURSE ABBREVIATIONS (CABBR)MUST START WITH THE LETTER Z. SES already has the letter Zcoded for you so you only need to provide the remainder of the CABBR.

B. Course Number the course number must be a 4-digit number. It can startwith zeros.

C. Course Description The course description is the Name of the CourseD. Campus Select the appropriate campusE. CIP Code Select the appropriate CIP code that corresponds to the courseF. Course Type Choose the type of course from the dropdown menu:

i. Continuing Ed Courses that are designed as an upgrade in basic skillsor are preparatory courses, such as Pre-GED classes

ii. IWTP All non-credit Incumbent Workers coursesiii. Leisure Learning Leisure type courses, such as Ballroom Dancingiv. Occupational Non-IWTP occupational training for business, industry,

and the general public for work-related purposes

v. Pathways All non-credit Pathways coursesG. Non-credit Hours Enter the total number ofCONTACT (Clock) Hours for

each courseH. Lab Fee lab fee is an optional field to be used only if a fee other than tuition

is required for the course.

I. Tuition Enter the amount of tuition charged for each student. If there is notuition for the course, enter $0.00.

J. Active? Select Yes to activate or No to inactivate the course



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b. To enter additional non-credit courses, click New.

c. The fields will clear to allow for entry of the new non-credit course information,then repeat Step 3a.



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4. To modify an existing non-credit course:a. Click the Search icon for the CABBR field to open theNon-Credit Course Search

screen.



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b. TheNon-Credit Course Search screen will open. Search for and select a non-credit course. TheNon-Credit Course Maintenance screen will be automaticallypopulated with the information for the selected non-credit course.





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d. To modify additional non-credit courses, repeat Steps 4a 4c.



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Transferring Institution Maintenance

This section describes how to maintain transferring institution information using theTransferring Institution Maintenance screen. The user can add new transferring institutions, editinformation for existing transferring institutions, or delete transferring institutions.

1. From the treeview, select System > Transferring Institution Maintenance.



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2. Upon initial access of the Transferring Institution Maintenance screen, the fields will bedisabled. The datagrid on this screen mirrors the functionality of other datagrids in SES.Refer to the Datagrid Functionality section of this document for detailed instructions.

Check theInstitution Listgrid to ensure the transferring institution is not already in the

system before adding a new record.



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Data Dumps

This section describes how to use theData Dumps screen. The user can run extracts to beexported to Excel.

1. From the treeview, select System > Data Dumps.



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2. Select the extract to be performed from theData Dump dropdown. The applicable filterfields will become enabled and required; the other(s) will remain disabled.

a. Select the appropriate campus from the dropdown listb. Select the term from the dropdown list for term Data Dumps or enter the Academic

year as follows for annual reports:For annual reports, enter the beginning year requested as follows:

2006 for the 2006-07 academic year (Summer 06 thru Spring 07)c. 2007 for the 2007-08 academic year (Summer 07 thru Spring 08)



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ClickRun Data Dump to export the information to Excel.

NOTE: If theAcademic Standing and Student Level Listdata dump is chosen, a pop-upscreen will appear containing the filter information for the export.

3. ClickOpen to view the file in Excel, or clickSave to select the path and file name for theextract.



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Student Module Functions

This section details the steps required to perform common functions in the Studentmodule ofSES. The following screens are available in the Studentmodule and reviewed on the followingpages:

Master Student Program Transfer Information Test Scores Perkins Data Employment Data Additional Admissions Data Student Program Exit

Master

This section describes how to maintain a students demographic data using theMasterscreen.This screen will allow the security authorized user to enter and edit student information.

1. From the treeview, select Student > Master.



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2. Upon initial access of theMasterscreen, the fields will either be empty (if no student hasbeen loaded into the system) or populated with the currently loaded studentsinformation. Proceed to Step 3 to add a new student and/or Step 4 to modify an existingstudent.

ALWAYS DO A SEARCH BEFORE ENTERING A NEW STUDENT.Refer to theStudent Search section of this document for detailed instructions.

REMINDER: A First time student is a student that NEVER attended ANYpostsecondary college or university or any other LTC Campus or hasattempted less than 12 credit hours.



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To add a new student:

a. If the fields are empty, enter the information for the student, then clickSave onthe toolbar. If the fields are populated with another students information,proceed to Step 3b.

NOTE: If you do not have the students social security numberthen follow this format: use nnn000001, nnn000002 w here nnnis your campus id. Once you receive the actual SSN, contactMary DeVille to change it in the system.

Comments cannot be added for a student until the record has been saved. Toenter comments, begin typing in the Comments box, then clickSave.

b. If STS data is needed for the student, select the Yes button for Need STS data?Do not enter any other information into this section until the STS process iscompleted. The STS process will be run weekly and the data found in the STSsystem will be imported into this section at that time.



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To enter additional students, clickNew.

c. The fields will clear to allow for entry of the new students information, thenrepeat Step 3a.



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3. To modify information for an existing student:a. Search for and select a student. Referto the Student Search section of this

document for detailed instructions. TheMasterscreen will be automaticallypopulated with the information for the selected student.

b. Modify the necessary information, then clickSave on the toolbar.

c. To modify additional students, repeat Steps 4a and 4b.



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Student Program

This section describes how to maintain a students program information using the StudentProgram screen. This screen will allow the security authorized user to enter and edit a studentsprogram-related information.

1. From the treeview, select Student > Student Program.NOTE: The user must have a student loaded in the system to view this screen. Use the

Student Search screen to load a student or change the student that is currentlyloaded in the system.

2. Upon initial access of the Student Program screen, the fields will be disabled. The usercan add, edit, and delete programs in the Program datagrid. The datagrid on this screenmirrors the functionality of other datagrids in SES. Refer to the Datagrid Functionality

section of this document for detailed instructions.



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Transfer Information

This section describes how to maintain a students transfer information using the TransferInformation screen. This screen will allow the security authorized user to enter and edit astudents transfer information by:

Recording the transferring institution(s) for a student. Capturing individual course work transferred from another institution.

1. From the treeview, select Student > Transfer Information.NOTE: The user must have a student loaded in the system to view this screen. Use the


2. Upon initial access of the Transfer Information screen, the fields will be disabled. Thedatagrids on this screen mirror the functionality of other datagrids in SES. Refer to theDatagrid Functionality section of this document for detailed instructions.



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3. To relate the student to a transferring institution, clickAddin the Student Transfer DataListdatagrid to enable the fields in the Student Transfer Data groupbox.

4. Enter the necessary information, and clickSave on the toolbar to populate the grid.NOTE: If the transferring institution is not in the dropdown list, add the institution on

the Transferring Institution Maintenance screen in the System module.



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5. Once the student has been related to a transferring institution, transfer or historical coursework can be entered. ClickAddin the Transfer Course Listdatagrid to enable the fieldsin the Transfer Courses groupbox to transfer a course.

6. Enter the necessary information, and clickSave on the toolbar to populate the grid.NOTE: The Transferring Institution dropdown list in the Transfer Courses groupbox is

populated based on the institution(s) related to the student in the StudentTransfer Data List(Refer to Steps 3 and 4).



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Test Scores

This section describes how to use the Test Scores screen. This screen will allow the securityauthorized user to enter and edit a students test scores.

1. From the treeview, select Student > Test Scores.NOTE: The user must have a student loaded in the system to view this screen. Use the


2. Upon initial access of the Test Scores screen, the fields for the datagrids will be disabled.If a student is exempt from test scores, clickYes forExempt from test scores? andprovide a reason. Otherwise, proceed to Step 3 to enter test score information.

The datagrids on this screen mirror the functionality of other datagrids in SES. Refer to

the Datagrid Functionality section of this document for detailed instructions.

3. ClickAddin the appropriate datagrid to enable the fields for data entry.



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4. Enter the necessary information, and clickSave on the toolbar to populate the grid.Perkins Data

This section describes how to use the Perkins Data screen. This screen will allow the securityauthorized user to record a students Perkins information.

1. From the treeview, select Student > Perkins Data.NOTE: The user must have a student loaded in the system to view this screen. Use the


2. Answer the questions on screen, then clickSave on the toolbar.



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Employment DataThis section describes how to use theEmployment Data screen. This screen will allow thesecurity authorized user to record a students employment information.

1. From the treeview, select Student > Employment Data.NOTE: The user must have a student loaded in the system to view this screen. Use the


2. Enter the information for the student, then clickSave on the toolbar.



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Additional Admissions DataThis section describes how to use theAdditional Admissions Data screen. This screen will allowthe security authorized user to record a students admission information, includingimmunizations and emergency contact information.

1. From the treeview, select Student > Additional Admissions Data.NOTE: The user must have a student loaded in the system to view this screen. Use the


2. Enter the information for the student, then clickSave on the toolbar.



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Student Program ExitThis section describes how to use the Student Program Exitscreen. This screen will allow thesecurity authorized user to enter a students program exit information.

1. From the treeview, select Student > Student Program Exit.NOTE: The user must have a student loaded in the system to view this screen. Use the


2. Select the program from which the student is exiting from the Program exiting dropdownlist and enter any other applicable information, then clickSave on the toolbar.

Please follow these guidelines in using this EXIT screen:

When a degree-seeking student completes the program in which he enrolled then enterthe PROGRAM EXIT DATE on the EXIT screen for that student.

When a degree-seeking student exits with a credential which is different from the one inwhich he originally enrolled, enroll the student into the new credential (TCA or CTS)then EXIT the student from the new credential using the PROGRAM EXIT DATE on theEXIT screen. Make sure the enrolled date and exit date are at least one day apart.

When a degree-seeking student withdraws from the college (leaves the campus with nointention of returning and did not complete any credential) then you enter the LASTDATE ATTENDED on the EXIT screen.

If a student completes specialized training courses and DOES NOT receivea credential, do nothing on the EXIT SCREEN - the student is NOT WITHDRAWINGOR COMPLETING CERTIFICATION FOR CREDENTIALS.

If a student completes a non-credit course, do nothing -- the student is not withdrawing orcompleting certification for a credential.



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Term Module Functions

This section details the steps required to perform common functions in the Term module ofSES.The following screens are available in the Term module and reviewed on the following pages.

Term Schedule Maintenance Student Registration Student Grade Maintenance Class Roster Batch Rosters Official Transcripts

Term Schedule MaintenanceThis section describes how to use the Term Schedule Maintenance screen. This screen willallow the security authorized user to maintain the schedule of classes at a campus by term andcourse type.

1. From the treeview, select Term > Term Schedule Maintenance.2. Select the Campus, Term, and Course type from the dropdown lists in the Term Filter

groupbox.



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3. The classes will populate in the Term Class Schedule datagrid. Classes can be added,edited, or deleted. The datagrid on this screen mirrors the functionality of otherdatagrids in SES. Refer to the Datagrid Functionality section of this document for

detailed instructions.

To add a class, select the Add button;d. Select the CABBR and Course Number (Use the dropdown button)e. Enter the three-digit Section Number NOTE: For Distance/Electronic Learning classes, the first digit of the section numberis to be designated by a letter as indicated below followed by a two-digit number that isin the 90s, with 91 used for section 1, 92 used for section 2, and so on.

o Distance/Electronic Learning Designations: C = Compressed Video (Completely) Example: C91 V = Compressed Video (Hybrid/Blended) Example: V91 I = Internet (Completely) Example: I91 B = Internet (Hybrid/Blended) Example: B91

f. Select the Room Number (Use the dropdown button) To add a classroom numberthat does not appear in the dropdown box, see Classroom Maintenance underSystem Module Functions

g. Select the Instructor (Use the dropdown button) To add an instructor whose namedoes not appear in the dropdown box, see Instructor Maintenance under SystemModule Functions

h. Enter Start Date, End Date, Start Time, End Time, and Number of Weeksi. Lab Fee enter fee associated with the class, if anyj. Select Meeting Daysk. If applicable, comments may be entered. The comments field may be used if

additional course meeting times are required. This field can also be used if theclass is team taught. Add the additional instructors name here.

l. Enter Max. students Maximum number of students that can be enrolledm. Enrolled the number of students currently enrolled will display automatically



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4. To print the Campus Term Schedule report, clickPrint Schedule.



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5. The report will open in a separate window as an Adobe Reader PDF document and canbe printed using the Printicon on the toolbar.



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Student RegistrationThis section describes how to use the Student Registration screen. This screen will allow thesecurity authorized user to register a student for classes or withdraw a student from a class.

Registering a StudentTo register a student:

1. Click the Student Search icon on the toolbar to search for and select a student. Refertothe Student Search section of this document for detailed instructions.

2. From the treeview, select Term > Student Registration. The Student Registration screenwill be populated with the information for the selected student.

3. Select the Campus, Term, and Course type from the dropdown lists in the Student /Campus / Term groupbox.



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5. The remainder of the fields for the datagrids will be disabled. Classes can be added,edited, or deleted from the Schedule datagrid. The datagrid on this screen mirrors thefunctionality of other datagrids in SES. Refer to the Datagrid Functionality section of

this document for detailed instructions.

6.

ClickAddin the Schedule datagrid to enable the fields to select a Course and a Class.TheRegistration date will default to the current date.

7. Then clickSave on the toolbar to populate the grid.8. Repeat Steps 6 and 7 until the desired schedule has been created.9. To preview the Student Schedule report, clickPrint Schedule.10.The report will open in a separate window as an Adobe Reader PDF document and can

be printed using the Printicon on the toolbar.



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Withdrawing a Student from a Class

To withdraw or drop a student from a class:

1. Click the Student Search icon on the toolbar to search for and select a student. Refertothe Student Search section of this document for detailed instructions.

2. From the treeview, select Term > Student Registration. The Student Registration screenwill be populated with the information for the selected student.

3. Select the Campus, Term, and Course type from the dropdown lists in the Student/Campus / Term groupbox to pull up the students schedule.



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4. In the Schedule datagrid, clickView on the row of the class from which the student iswithdrawing. The class information will then populate in the fields above the datagridand theEditfeature will become available.

5. ClickEditto enable the fields.



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6. Enter the Withdraw date, then clickSave on the toolbar.

Note: A withdrawal automatically assigns a grade of X prior to the 14th day of the semester

(7th day for summer term) and a W after the 14th day of the semester (7th day for summerterm).



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Student Grade Maintenance

This section describes how to use the Student Grade Maintenance screen. This screen will allowthe security authorized user to enter grades for a class.

1. From the treeview, select Term > Student Grade Maintenance.2. Select the Campus, Term, and Class from the dropdown lists.



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3. The students enrolled in the selected class will populate in theRegistered Studentsdatagrid. Enter the Grade for the first student, then tab to enter theAbsences. Click tabagain to enter the grade and absences for the next student, and so on.

4. Once all grades for the class have been entered in the datagrid, clickSave on the toolbar.5. To enter grades for another class, select another class from the Class dropdown list and

repeat Steps 3 and 4.



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Class Roster

This section describes how to use the Class Rosterscreen. This screen will allow the securityauthorized user to view and print class rosters for existing classes.

1. From the treeview, select Term > Class Roster.2. Select the Campus, Term, and Class from the dropdown lists in the Filtergroupbox.



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3. The data for the selected class will populate in the fields and grid. The user may view theroster on the screen, or clickPrintto open the Class Rosterreport.



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Batch Rosters

This section describes how to use theBatch Rosters screen. This screen will allow the securityauthorized user to view and print batch rosters for existing campuses and terms.

1. From the treeview, select Term > Batch Rosters.2. Select the Campus and Term from the dropdown lists.

3.

Click the appropriate button to open the corresponding report.




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Official Transcripts

This section describes how to use the Official Transcripts screen. This screen will allow thesecurity authorized user to request, view, and print official transcripts for students.

1. From the treeview, select Term > Official Transcripts.2. Upon initial access of the Official Transcripts screen, the fields will be disabled. Click

Addin the datagrid to open the Student Search screen to request a transcript.

3. Search for and select a student. Refer to the Student Search section of this document fordetailed instructions on how to use the Student Search screen.



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4. Enter the necessary information, then clickSave on the toolbar.The datagrid on this screen mirrors the functionality of other datagrids in SES. Refer to




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5. Once all transcript requests are entered, clickPrintto open the Official Transcriptreport.




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Tuition Module Functions

This section details the steps required to perform common functions in the Tuition module ofSES. The following screens are available in the Tuition module and reviewed on the followingpages.

Student Tuition Financial Aid Student Tuition Fiscal Summary

Student Tuition Financial Aid

This section describes how to use the Student Tuition Financial Aidscreen. This screen willallow the security authorized user to view student tuition and fees and apply exemptions,deferments, and financial aid.

1. From the treeview, select Tuition > Student Tuition Financial Aid.2. Select the term from the Term dropdown list.



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3. Set the fees for the student. Some fees are required and will be automatically charged tothe student, while other fees are optional.

NOTE: The fees for a student may be set on either the Student Tuition Financial Aidorthe Student Tuition screen.

a. ClickSet Fee to apply the fee.NOTE: If a fee requires additional information for calculation, the user will be

prompted to enter additional information. ClickUpdate to apply the fee.

b. ClickRemove to remove the fee.



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4. Enter any exemption and deferment information, then clickSave on the toolbar to updatethe calculations on the screen.



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5. ClickAddin the datagrid to enter the students financial aid information. The fieldsbelow the datagrid will be enabled for entry.

The datagrid on this screen mirrors the functionality of other datagrids in SES. Refer to


6. To open the Promissory Note report, clickView Promissory Note.



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8. Registrations (student schedules) will be deleted for any students with Active? set toNowhen the Purge function is performed.

9. Proceed to the Student Tuition screen to apply any other payments.



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Student Tuition

This section describes how to use the Student Tuition screen. This screen will allow the securityauthorized user to view student tuition and fees and apply payments.

1. From the treeview, select Tuition > Student Tuition.2. Select the term from the Term dropdown list.



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3. Set the fees for the student. Some fees are required and will be automatically charged tothe student, while other fees are optional.

NOTE: The fees for a student may be set on either the Student Tuition Financial Aidorthe Student Tuition screen.

a. ClickSet Fee to apply the fee.NOTE: If a fee requires additional information for calculation, the user will be

prompted to enter additional information. ClickUpdate to apply the fee.

b. ClickRemove to remove the fee.



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4. ClickAddin the datagrid to enter the students payment information. The payment fieldswill be enabled for entry.

The datagrid on this screen mirrors the functionality of other datagrids in SES. Refer to


5. Once a student has paid the total bill (Amount Due is zero) or all financial aidsources have been identified that will pay for the student, select the ACTIVE button.

Registrations (student schedules) will be deleted for any students with Active? set to

No when the Purge function is performed.

The PURGE function will be performed at the end of the 13th

day for Fall and

Spring semesters and the 6th day for the summer term. A list of potential studentsto be purged will be sent to the campuses prior to the actual purge.

6. To open the Tuition and Fee Receiptreport, clickPrint Receipt.



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Fiscal Summary

This section describes how to view fiscal reports using the Fiscal Summary screen. This screenwill allow the security authorized user to view a report as a PDF document or open a report inExcel.

1. From the treeview, select Tuition > Fiscal Summary.2. Select the Campus and Term from the dropdown lists. Proceed to Step 3 to view a fiscal

report as a PDF document and/or Step 4 to open a fiscal report in Excel.



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3. To view a fiscal report:a. Click the appropriate button underReports.

b. The report will open in a separate window as an Adobe Reader PDF documentand can be printed using the Printicon on the toolbar.



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4. To open a fiscal report in Excel:a. Click the appropriate button underExcel.



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b. ClickOpen to view the file in Excel, or clickSave to select the path and file namefor the extract.

Documents

SES User Guide Version 2