Students User Module at Aga Khan University

STUDENTS USER MODULE1. Beginning with Student Records

1.1 Understanding Student Records Integrations

Student Records enables us to enter, track, and process academic information of students.

Student Records integrates with the entire Campus Solutions product.

Because our system is integrated, we should understand how our actions in Student Records can affect other modules.

1.2 Understanding Student Records Structure

From a Student Perspective, the structure of PeopleSoft Student Records looks like this.

From an Institutional Perspective, the structure of PeopleSoft Student Records looks like this.

1.3 Viewing Student's Biographical Data

Step1: Navigate to the Add/Update a Person page.

Home>Campus Community>Personal Information(Student)>Add/Update a Person

Step2:

Click Find an Existing Value Enter Student ID. Click Search button.

Step3: Use Biographical Details page to update following information.

Marital Status Gender National ID

Click Save button to make changes effective.

Step4: Click Names link to update names.

Step5: Use Names page to update following information.

First Name Middle Name (Optional) Last Name

Do the following.

Enter Effective Date, Select Name Type to be

updated, Make changes in First, Middle, or

Last Name, Click Submit, Click OK. This will get you back

to Biographical Details page. Click Save

Important: System would not allow having two names with same effective date.

1.4 Viewing Student's Phone Numbers

Take the following steps to add a student‟s Phone Number.

Step1: Navigate to the Phones page.

Home>Campus Community>Personal Information(Student)>Biographical (Student)>Addresses/Phones>Phon es

Step2: Enter Student‟s ID. Click Search button. Step3: On Phone Numbers page, do the following.

Select Phone Type **. Enter Phone Number.

Mark Preferred one (if multiple). Click Save button.

** Usually we record Mobile Phone Number for Students and mark it as Preferred one.

1.5 Viewing Student's Addresses

Take the following steps to add a student‟s Mailing Address.

Step1: Navigate to the Addresses page.

Home>Campus Community>Personal Information(Student)>Biographical(St udent)>Addresses/Phones> Addresses

Step2: Enter Student‟s ID. Click Search button. Step3: On Addresses page, do the following.

Select Country. Select Address Type **. Click Edit Address link.

** We will only use Mailing and Permanent Address Types.

Step4: Use Address1 & Address2 fields

(55 characters each including commas and spaces) to record Student‟s Address.

Enter Province or State whichever is applicable for the Country.

Select City code from available list.

Click OK.

e

Step5: Click Submit button.

Step6: Click Save button.

2. Viewing Student's Program Information

2.1 Viewing Student's Graduation Year

Student‟s Graduation Year attribute is maintained at student‟s Program Plan component. Following steps will guide you how to update the graduation year.

Step1: Navigate to the Student Program/Plan page.

Home>Records and Enrollment> Career and Program Information> Student Program/Plan

Step2: Enter following information to view a student‟s Program Plan Information.

Student ID Or Last Name, First Name

Click Search button.

Search results will be displayed in a list. Click on the one that requires a change

Step3: Use the Student Program page to to add a new row in the student‟s Program /Plan record.

Click Include History if it is enabled.

Click on the + sign to add a new row

Enter Effective date for the action.

Select Program Action of Data Change.

Select Action Reason of Graduation Year Change

Step4: Use the Student Attribute page to Enter/update Graduation Year.

Select Student Attribute from the lookup.

Select Student Attribute Value from the lookup.

Click Save to make the changes effective.

2.2 Viewing Student's Program Campus and Academic Load

If a student‟s academic load is changed e.g. a full-time student decides to take up part-time load, following step will be followed to change the academic load of the student.

Step1: Navigate to the Student Program/Plan page.

Home>Records and Enrollment> Career and Program Information> Student Program/Plan

Step2: Enter following information to view a student‟s Program Plan Information.

Student ID Or Last Name, First Name


Search results will be displayed in a list. Click on the one that requires a change

Step3: Use the Student Program page to update Campus and/or Academic Load information




Select Program Action of Data Change.

Select Action Reason of Campus Change.

Select Campus to be updated from the campus lookup.

Foreign Campus will be used only for students whose fee is to be charged as a foreign student. For all other students default campus will be used.

Click Save to make the changes

To change Academic Load:




Select Program Action ofata Change.

Select Action Reason of Academic Load Change

Select Acad Load to be updated from the Acad Load lookup.

Academic Load can be Full-time (Default), Part-time (for students enrolled in the program as Part-time students, Visiting ( student taking courses as visiting or elective )


2.3 AKU Report: Generating List of Students

User can generate a list of students in a particular program by their graduating year.

Step1: Navigate to the Query Viewer page.

Home> Reporting Tools>Query>Query Viewer

Step2: Enter the Name of the Query „AKU_SR_STUDENT_BY_GRAD_YEAR‟. Click Search button.

Step3: Search results will be shown in a grid below, Click on the Excel link to open the report in Excel file format.

A Screen would appear which will show prompts for the report criteria.

Step4: Select or enter following run parameters.

Institution Career Academic Program Graduation Year

Click View Results button. An excel file will open with the data as per the report criteria entered.

3. Viewing Courses' Schedule

3.1 Scheduling a New Course

At the beginning of each academic term, we need to schedule courses that are being offered in that particular term. In order to schedule a course in a term, we need to know Term Code and Course Catalog Number. As a result, system generates a four-digit Class Number for every scheduled course which will later be used for students‟ enrollment. Following diagram depicts that a Class is an instance of a Course in a Term, a Class has Start/End Dates, and Instructors are attached to a Class who will later grade the enrolled students.

Term

Course

Step1: Navigate to the Schedule New Course page.

Home>Curriculum Management>Schedule of Classes>Schedule New Course

Step2: Enter Term code in which you want to schedule the class and enter Course Catalog Number or Course ID for which new class is required to be scheduled.


Step3: On class Basic Data page:

Select Regular Academic Session.

Enter a unique alphanumeric designator as Class Section.

Modify Class Start/End Date if different from Term/Session Start/End Date.

Class

Start/End Dates

Instructors

3.2 Maintaining Assignment Data

After scheduling a class of a course with an assignment, we need to create class assignment data via Faculty Center. These steps are required to be taken by person who has access to Faculty Center and has been assigned as an Instructor to the class with required Permissions to grade the class.

Step1: Navigate to the My Schedule page.

Home>Self Service>Faculty Center>My Schedule

Step2: Select the Class for which assignments are required to be created by clicking Class Assignments link.

Step2: On Class Assignments page, do the following.

Keep "Allow Students to View Grades" option unchecked if you want the system NOT to display the student's grade for this assignment through the Student Center.

We may also want to leave this check box cleared until we have entered grades for all students in a class. That way one student does not see an assignment grade before another student sees it.

Click Save to create class assignment data. Saving this page is a mandatory action to make the assignment available for grading via Gradebook.

3.3 Course Catalog View

Courses information can be viewed from Course Catalog page. Details to search and view courses are given below.

Step1: Navigate to the Course Catalog Search page.

Home>Curriculum Management>Course Catalog>Course Catalog

Step2: Select Institution and any other search field(s).


All courses would be displayed based on the security and search fields.

Step 3 : Select course to view details

Course information would be displayed.

Only selected users would be allowed to Enter/Edit course catalog data.

3.4 AKU Report: Program Class Schedule by Term

Once all courses have been scheduled in a given term for an academic program, we can generate and print classes schedule for a term for a program.

Step1: Navigate to the Program Class Schedule By Term page.

Home>Records and Enrollment>AKU Reports>Program Class Schedule By Term

Step2: Select an existing Run Control ID or create a new one.


Institution Career Academic Organization / Program Term

Click Run button.

Step4: Click OK button.

Step5: Make sure that Run Status is Success and Distribution Status is Posted.

Click Go back to Program Schedule By Term link

Step6: Click Report Manager to view the report output.

Step7: Click Report description to see the report output in Excel format.

3.5 Viewing Student Terms

Step1: Navigate to the Student Term Search page.

Home> Records and Enrollment>Career and Program Information>Student Term Search

Step2: Enter following information to view a student‟s Term Information.

Student ID Institution

Academic Career


The student Term Search page will appear. The page will show all the terms the student is activated in.

3.6 AKU Report: Students List by Term

User can generate a list of students activated in a term of a particular program. This report would also provide term withdrawal and academic standing information.



Step2: Enter the Name of the Query „AKU_SR_TERM_STUDENTS‟. Click Search button.




Institution Career Term Academic Program

Click View Results button. An excel file will open with the data as per the report criteria entered.

4. Managing Student Enrollments

4.1 Enrolling Students Individually

At the beginning of each academic term, we need to enroll students into courses scheduled in a given term. To enroll a student in a course scheduled in a given term, we must know Student ID, Term Code, and Class Number(s). Following diagram depicts the relationship between Student, Term, and Classes. Student is enrolled in a Class which is scheduled in a given Term.

Student

Term

Class Class Class

Following steps will guide us for how to enroll an individual student in one or more scheduled courses (or classes)?

Step1: Navigate to the Enrollment Request page.

Home>Records and Enrollment>Enroll Students>Enrollment Request

Step2: Select or enter following information to add a new enrollmentrequest.

Student ID Student Career Student Term

Click Add button.

Step3: Use Enrollment Request page to enroll a student in one or more classes. To enroll a student in classes, we must know the Class Numbers of the scheduled classes in that specific term.

We must note that:

Request ID is initially 0000000000.

Request Status is Pending

Action is Enroll

Just enter Class Nbr of the class in which we want to enroll the student and press <Enter> key.

Note: We can enter multiple Class Numbers on the same enrollment request in order to enroll the student in multiple classes in one go.

Step4: Click Submit to save and process the enrollment request.

After submitting the request, we must note that:

Request ID has been generated.

Request Status is Success

4.2 AKU Report: Class Roster

Once all students have been enrolled in an scheduled course, we can generate and print class roster.

Step1: Navigate to the Class/Grade Roster page.

Home>Records and Enrollment>AKU Reports>Class/Grade Roster



Institution Career Term Class Nbr Roster Format „Class Roster‟

Click Run button.



Click Go back to Class/Grade Roster link


Step7: Click Report Description link on Administration Page to see the report output in Excel Format.

4.3 Viewing Student Enrollment Summary

Step1: Navigate to the Enrollment Summary page.

Home>Records and Enrollment>Enrollment Summaries>Enrollment Summary

Step2: Enter following information to view course enrollments of a student in a term.

Student ID Student Career Student Term


Step3: Following key information is displayed on the Enrollment Summary page.

Class Nbr Course Catalog Number Course Title Enrollment Status Grading Basis Credit Hours

4.4 AKU Report: Students enrollment list by Program term

User can generate a list of students enrolled in classes for a particular program term. This report would provide student enrollment information along with enrollment status, repeat code and transcript note attached to student.



Step2: Enter the Name of the Query „AKU_SR_TERM_STUDENTS_ENRL. Click Search button.




Institution Career Term Academic Program Student ID (optional)

Click View Results button.

An excel file will open with the data as per the report criteria entered.

5. Grading Students

5.1 Generating Grade Rosters

At the end of each Academic Term, student grades for enrolled courses are entered into the system. Following diagram illustrates the grading process

Student

Term

Class Class Class Grade Roster Gradebook

Official Grade Grade Input Scores Input

Generating Grade Roster for a Class is a pre-requisite for entering student‟s grades in that class. Grade rosters are generated for each class scheduled in a term.

5.2 AKU Report: Blank Grade Roster

Once all students have been enrolled in a scheduled course, we can generate and print blank grade roster for marking and grading outside the system. Usually, this is done at the end of each term for all courses of that term individually.



Step2: Select an existing Run ControlID or create a new one.


Institution Career Term Class Nbr Roster Format „Blank Grade

Roster‟

Click Run button.






Step 8: Take printout of this Blank Grade Roster for filling it outside the system.

5.3 Entering Scores using Grade Book (by Registrar's Office)

To use Grade book to enter student scores for a class, the user must be:

a) Defined as instructor for the class.

b) Given appropriate access to Grade, Approve or Post the class Grade Roster.

Step1: Navigate to Faculty Center My Schedule Page

Home> Self Service> Faculty Center >My Schedule

Step2: On My Schedule page:

Click on Change Term Button to select the desired term in which the class to be graded is scheduled.

A list of terms will appear in which the user has been assigned instructor in any class.

Select the appropriate term and click Continue.

This page would appear in which all the classes will appear that the user is assigned in the selected term.

Step4: Locate the class for which the scores are to be entered. Click on the Gradebook icon.

Class Gradebook page would appear for that class. The page will show all students enrolled in that class along with their ID and a box to enter the final score for the student

Step5: Enter each student‟s final overall score for that class.

Note: Make sure that scores are entered as whole numbers only.

Step6: Click on the Save button to save the records.

Step7: Click on the Cumulative Grades tab to check the grades assigned

The cumulative Grades tab displays the grades assigned to the student on the obtained score. The grade is based on the grading basis already defined for the assignment.

5.4 Submitting Grades from Gradebook to Grade Roster (by Registrar's Office)

To use Gradebook to submit student scores to Grade Roster for a class, the user must be:


b) Given access to Post the class Grade Roster.

See: Maintaining Class Instructors



Step2:Select the desired Term by clicking Change Term

Step3: Locate the class for which the scores are to be entered. Click on the Gradebook icon.

On the Gradebook page Class Gradebook tab will be displayed.

Step4: Click on the Cumulative Grades tab

Step5: on Cumulative Grades tab select Grade Roster. Choose „Final Grade Roster‟

Step6: Click on the update button to transfer Gradebook grades to Grade Roster

Click on the Grade Roster Link to view the grades in Grade Roster. This is the self-service grade roster page.

5.5 Entering Grades directly in Grade Roster (by Registrar's Office)

This is only applicable for courses where scores are not available and only letter grades are assigned to students.

For example, Pass/Fail courses.

To use Grade book to submit student scores to Grade Roster for a class, the user must be:


b) Given access to Approve the class Grade Roster.



Step2:Select the desired Term by clicking Change Term

Step3: Locate the class for which the grades are to be entered. Click on the Grade Roster icon.

The self-service Grade Roster page will appear. From this page user can enter grades directly in the grade roster without entering scores in gradebook. This will mostly be used for courses which are graded on the basis of Pass/ Fail or Attended/Absent e.t.c( where no scores are applicable)

Step4: Enter grades in the Roster Grade column for each student.


Grade Roster Action:

Default Approval Status will be 'Not Reviewed'

Ready for Review :After entering the grades the user can mark the Approval Status as 'Ready for Review'

Approved: A status of approved is required to finally post the grade roster

Step5: After entering grades set the appropriate Approval Status.


5.6 AKU Report: Un-posted Grade Roster

Once all students of a course have been graded, we can generate and print un-posted grade roster for verifying entered scores and grades. This report displays scores from Gradebook and Letter Grades from Grade Roster in system.





Institution Career Term Class Nbr Roster Format „Unposted Grades‟

Click Run button.






Step 8: Verify that scores and letter grades on this un-posted grade roster matches with the one you filled outside the system. This is to ensure that scores and letter grades have been entered into the system correctly.

Documents

Students User Module at Aga Khan University