UNIVERSITY OF SOUTHERN CALIFORNIA System-wide (SIS) ... Student enrollment information (RNR.D.ENR) ... APA.U.SAD Update student advisement

Basic Access Introduction

Revised June 29, 2011 by the User Coordination Group Page 1

UNIVERSITY OF SOUTHERN CALIFORNIA

Student Information System

OVERVIEW Welcome to the Student Information System. This documentation introduces new users to the Student

Information System (SIS). It explains:

what the Student Information System is

how to figure out what kind of access and training you need

the issues of confidentiality of student records that you must adhere to

where to find help if you need it

how to log on

the main menu defined

navigation to the Basic Access processes

keystrokes and functions: a handy guide

If you have questions about the Student Information System, check out our website: www.usc.edu/its/sis,

or contact the User Coordination Group for assistance at (213) 740-5337.

http://www.usc.edu/its/sis

Basic Access Introduction Student Information System

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TABLE OF CONTENTS OVERVIEW ............................................................................................................................................... 1

TABLE OF CONTENTS ........................................................................................................................... 2

I. WHAT IS THE STUDENT INFORMATION SYSTEM? ..................................................................... 4

Three Functions of the Student Information System .............................................................................. 4

1. Display (D) ..................................................................................................................................... 4

2. Update (U) ...................................................................................................................................... 4

3. Report (R) ....................................................................................................................................... 4

Types of Information Housed on the Student Information System ........................................................ 5

1. Admissions (ADM) ........................................................................................................................ 5

2. Registration and Records (RNR) .................................................................................................... 5

3. Financial Aid (FAO) ....................................................................................................................... 5

4. Bursar (BUR) .................................................................................................................................. 5

5. Academic Progress and Advisement (APA) ................................................................................... 5

6. Student System-wide (SIS) ............................................................................................................. 5

7. Transcript (TRX) ............................................................................................................................ 5

Other Systems that Work with SIS ......................................................................................................... 6

II. HOW TO REQUEST ACCESS TO THE STUDENT INFORMATION SYSTEM? ........................... 7

1. Print Out a Student Information System Access Request Form ......................................................... 7

2. Decide What Kind of Access You Require to Do Your Job ............................................................... 7

Basic Access ....................................................................................................................................... 7

Additional Access ............................................................................................................................... 7

3. Fill Out/Send in the SIS Access Request Form to UCG ..................................................................... 9

4. Training ............................................................................................................................................ 10

Basic Training................................................................................................................................... 10

Additional Training .......................................................................................................................... 10

III. EVERYONE’S RESPONSIBILITY: PRIVACY OF STUDENT RECORDS .................................. 11

Laws and USC Policies and Guidelines Regarding Privacy of Student Records ................................. 11

Information that Cannot Be Released ............................................................................................... 11

Information that Can Be Released .................................................................................................... 12

FERPA Tutorial .................................................................................................................................... 13

Questions about Confidentiality of Student Records ............................................................................ 13

System Security .................................................................................................................................... 13

The Code of Responsibility that All SIS Users Must Follow ............................................................... 14

IV. HOW TO GET HELP WITH THE STUDENT INFORMATION SYSTEM .................................... 15

SIS ........................................................................................................................................................ 15

Website ................................................................................................................................................. 15

Phone .................................................................................................................................................... 15

Student Information System Basic Access Introduction Basic Access Introduction

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V. HOW TO LOG ON ........................................................................................................... 17 Using a PC

.............................................................................................................................................................. 17

Downloading SecureCRT ................................................................................................................. 17

Using a MAC ........................................................................................................................................ 17

SIS LOGIN MESSAGE(S) ................................................................................................................... 17

VI. WHAT IS THE MAIN MENU? ......................................................................................................... 18

VII. NAVIGATION TO BASIC ACCESS PROCESSES ........................................................................ 19

VIII. WHAT KEYSTROKES TO USE? .................................................................................................. 21


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I. WHAT IS THE STUDENT INFORMATION SYSTEM? The Student Information System (SIS) is a computer application system that manages the data of

students from their initial contact with USC through to their degree award.

Three Functions of the Student Information System Three functions that can be performed using the various processes on the Student Information

System are: display information, update student records and report.

Note: A process is a set of screens that allows you to view, enter or delete data on the Student

Information System. The middle letter of the process code identifies what kind of process you

are using.

1. Display (D) Display processes allow you to look up information, but not to make any changes to that

information. Using various display processes, you can look up:

Student enrollment information (RNR.D.ENR)

Activity restrictions (SIS.D.ACTRES)

Class rosters (RNR.D.CLASS.ROSTER)

Test scores (SIS.D.TEST.SCORES)

Financial detail of a student’s account (BUR.D.DET)

Student addresses (SIS.D.ADDR)

Grade information (TRX.D.SUM)

2. Update (U) Update processes allow you to make changes to a record — enter, change and delete

information. Using the various update processes, you can:

Give departmental d-clearances (RNR.U.SPEC.STUDENT, RNR.U.SPEC.CLASS)

Give a prerequisite exemption (RNR.U.PREQ.STU)

Clear activity restrictions (SIS.U.ACTRES)

Correct student addresses (SIS.U.ADDR)

Schedule classes for your department (RNR.U.SCHEDULE)

Clear advisement holds (APA.U.SAD)

Process inquiries by prospective students (ADM.U.INQ.RES)

Admit students to graduate programs (ADM.U.GRAD.DEC)

3. Report (R) Report processes allow you to run reports — collating and printing out specified batches of

information. Using the various report processes, you can:

Print an undergraduate or graduate student’s credit statement report

(APA.R.OTRACS, APA.R.GRACE)

Run a STARS report (APA.R.STARS.PRINT)

Run a section summary report of all classes scheduled for your academic department

(RNR.R.SECT.SUMM)

Print a registration confirmation for a student (SIS.D.REGCONF)

Unless your department has a system printer set up, all reports will be printed at EIS and

delivered via campus mail. You can call them at (213) 740-5857 to verify the printing.


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Types of Information Housed on the Student Information System The Student Information System houses the following types of information:

1. Admissions (ADM) Admissions processes track students from recruitment to first semester registration. They

include processes related to recruitment, inquiry response, application for admittance, programs

of interest, professional school transactions, articulation and scholarship information.

2. Registration and Records (RNR) Registration and Records processes involve student registration procedures. They include

processes related to university curriculum, the schedule of classes, special enrollment

permissions, student profiles, and grades, as well as USC's web registration capabilities, online

transcript processes and the Online Academic Student Information System (OASIS).

3. Financial Aid (FAO) Financial Aid processes address the financial aid needs of students. They include processes

related to financial aid packaging, stipends, graduate assistantships, registration confirmation,

college work-study awards and job assignments, funds management, correspondence history,

award details, document processing, and the professional review, institutional coordination and

administration of financial aid awards.

4. Bursar (BUR) Bursar processes track all of the financial transactions between students and the University.

They include processes related to cashier transactions, loan disbursements, student financial

detail, loan tracking, collections, general accounting and reconciliation transactions, staff tuition

remission, housing and billing.

5. Academic Progress and Advisement (APA) Academic Progress and Advisement processes provide information about students’ academic

progress toward the attainment of their degrees to relevant USC schools and departments. They

include processes that track transactions related to academic credit evaluation, degree progress,

academic status, student advisement, programs of study and testing.

6. Student System-wide (SIS) Student System-wide processes allow access to various tables, including activity restriction,

SCUnit, country code information and other general processes.

7. Transcript (TRX) Transcript processes provide information about students’ grades and grade point averages for

coursework completed at USC.


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Other Systems that Work with SIS The computer systems that work in conjunction with the Student Information System to serve the

needs of the academic and administrative departments are as follow:

The Online Academic Student Information System (OASIS)

The Web Schedule of Classes

The Grading and Roster System (GRS)

The Curriculum Management System (CMS)

Blackboard

The Computer Systems of our Distance Learning Partners

AIS B 2000 – Accounting System

AIS C – Payroll and Personnel Benefits and Budget Development System


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II. HOW TO REQUEST ACCESS TO THE STUDENT INFORMATION SYSTEM? Access to the Student Information System is coordinated through the User Coordination Group (UCG).

All prospective system users must:

1. Print Out a Student Information System Access Request Form To request access to the Student Information System, go to www.usc.edu/its/sis. In This Section to

the right, under Requesting Access, select SIS Access Form and then **PRINT SIS Access Form

which appears in the middle of the page.

2. Decide What Kind of Access You Require to Do Your Job As prospective system users and their supervisors fill out the Student Information System Access

Request Form, the question frequently arises: ―How do I know what kind of access to ask for?‖ The

simplest answer is: you should only request as much access to the Student Information System as

you need. Many university employees require only basic access to the system to fulfill their duties.

Basic Access Basic access gives you access to many of the Admissions (ADM), Registration and Records

(RNR), Student System Wide (SIS) and Bursar (BUR) display-only processes on SIS, as well as

the Student Address Update process.

The Basic Training Class is required for all new users and covers six of the most frequently

used processes. The class provides information on how to use the system and what your

responsibilities are as a system user.

Additional Access If you will be performing more specialized tasks in the course of your job (such as giving

departmental clearances or scheduling classes for your department) or need to look at certain

types of records on the Student Information System that require particular discretion (such as

student transcripts), you will need to request more than just basic access.

We have compiled the following list of some of the most frequently used processes on the

Student Information System to help you figure out which processes you need. If you have

further questions, please contact the User Coordination Group at (213) 740-5337.

Note: Access to student academic records is provided to staff, student workers and

faculty members to allow them to perform their duties. It is your responsibility to

ensure compliance with the federal Family Education Rights and Privacy Act of 1974

(also known as the Buckley Amendment or FERPA), which provides for the privacy of

student records (see “Everyone’s Responsibility: Privacy of Student Records”).


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If you are advising students, you should have access to:

TRX.D.SUM Shows a summary of student coursework done here at

USC.

APA.D.OTRACS Displays a current undergraduate credit statement.

APA.R.OTRACS Prints out a report of a current undergraduate credit

statement.

APA.D.GRACE.OK Displays a current graduate credit statement.

APA.R.GRACE.OK Prints out a report of a current graduate credit statement.

APA.D.DTRACK Displays students’ progress toward a degree from the

time when their degree check is posted to the time that

they graduate.

APA.D.TRANS.SUM Displays a summary of students’ undergraduate and

graduate level transfer coursework that has been

accepted by USC.

APA.D.A2 Displays an Official Articulation Agreement.

SIS.U.WWWOAR Allows you to set up your own password for Oasis for

Advisors and look at student information on the web at

http://www.usc.edu/registrar.

SIS.U.ACTRES Lift an activity restriction.

APA.U.SAD Update student advisement

APA.U.DP.EXC Update STARS student exceptions

APA.R.STARS.PRINT Print student advisement report

APA.U.LOA Update leave of absence information

If you need to schedule classes for your department, you should have access to:

RNR.U.SCHEDULE Schedule classes and make modifications to scheduled

classes.

RNR.R.SECT.SUMM Print a summary of scheduled classes for your

department.

RNR.U.CSA Put courses for non-majors into the Schedule of Classes.

RNR.U.LINK Link class sections.

RNR.D.CATALOG Display catalog information for a course.

If you need to give departmental financial aid awards to students, you should have access to:

FAO.U.FMAP Allows senior business administrators to set up awards

and their specifications and give authorization to the

persons who will grant the awards.

FAO.D.PACK Display students’ financial aid package information.

FAO.U.DAFC Give departmental grants to students.

FAO.U.DAST Give departmental grants to students in the form of

monthly stipend checks.

FAO.U.DAGA Give departmental grants to graduate assistants.

If you need to set up a pay line for student workers with work study, you should have access to:

FAO.U.CWDT Display your department’s available work study

positions.

FAO.U.CWJA Set up work study positions for student workers.


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If you need to give Departmental (D) Clearances and Prerequisite Waivers for students to take a class, you should have access to:

RNR.U.SPEC.STUDENT Grant departmental (D) clearance for a student to

enroll in a class.

RNR.U.SPEC.CLASS Grant departmental (D) clearance for more than one

student to enroll in a class.

RNR.U.PREQ.STU Waive course prerequisites for a student.

If you need to admit students to an undergraduate or a graduate program, you should have access to:

ADM.U.DEC Admit students to an undergraduate program.

ADM.U.GRAD.DEC Admit students to a graduate program.

If you need to submit degree checks for students in your department who will be graduating, you should have access to:

APA.U.DP.GRAD.INFO Submit degree checks for students who are going to

graduate.

If you need to process inquiries from prospective students, you should have access to:

ADM.U.INQ.RES Process inquiries by prospective students.

If you need to clear activity restrictions, you should have access to:

SIS.U.ACTRES Clear activity restrictions.

If you need to download and print out class rosters, you should have access to:

RNR.U.XT.ROSTER Download class rosters to your computer.

If you need to conduct financial transactions between students and the university, you should have access to:

BUR.U.FTD Update financial transactions.

BUR.U.TRP Give tuition refund for health insurance plan.

3. Fill Out/Send in the SIS Access Request Form to UCG As a prospective user of SIS, you must complete and return to the User Coordination Group:

A Student Information System Access Request Form, indicating the processes you need

access to on SIS and agree to abide by the Code of Responsibility.

Complete the FERPA(Federal Education Rights and Privacy Act) online tutorial at

www.usc.edu/registrar. The User Coordination Group will be notified automatically of

your completion.

Once the access form is received and processed by the User Coordination Group, a memo will be

sent to you outlining which training classes you need to complete and how to sign up for those

classes.

http://www.usc.edu/registrar


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4. Training All new system users must take the Basic Training Class — other training may be required —

depending on the access you request. Call UCG at (213) 740-5337 to sign up for your class.

Basic Training The Basic Training class covers:

System users’ responsibilities regarding confidentiality of student records

Login name and password

How to use the Student Information System (navigation and commands)

Six commonly-used processes that are included in Basic Access

Abbreviation Process Name

SIS.D.PROFILE Student Profile

SIS.D.ACTRES Activity Restriction Display

SIS.U.ADDR Address Update

RNR.D.ENR Enrollment History Display

RNR.D.CLASS.ROSTER Class Roster Display

BUR.D.DET Financial Detail Summary

How to maintain system (and information) security while using SIS

Who to call if you need assistance while using SIS

Additional Training Other training classes offered by the User Coordination Group:

Transcripts and Transfer Credit Statements

Financial Aid – Giving Departmental Aid

Financial Aid – Assigning College Work Study Jobs

Scheduling Classes

Training classes offered by other offices include:

Graduate Admissions, offered by the Admissions Department

Degree Progress, offered by the Degree Progress Department


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III. EVERYONE’S RESPONSIBILITY: PRIVACY OF STUDENT RECORDS Privacy of student records is an important issue for all of us who work at the university. We are all

responsible for helping to keep confidential student information safe. This section includes:

information from the Office of the Registrar covering laws, and USC policies and guidelines,

regarding privacy of student records

the Code of Responsibility that all Student Information System users are required to follow

To review privacy of student records information in more detail, visit the Office of the Registrar’s

website at www.usc.edu/registrar.

Laws and USC Policies and Guidelines Regarding Privacy of Student Records The Family Educational Rights and Privacy Act of 1974 (also sometimes referred to as FERPA, or

the Buckley Amendment), is a federal law regarding the privacy of student records and the

obligations of the institution, primarily in the areas of release of the records and the access provided

to these records. Any educational institution that receives funds under any program administered by

the U.S. Secretary of Education is bound by FERPA requirements. Institutions that fail to comply

with FERPA may have funds administered by the Secretary of Education withheld.

Information that Cannot Be Released According to FERPA, personally identifiable information in an education record may not be

released without prior written consent from the student. Examples of information that MAY

NOT BE RELEASED, without prior written consent of the student, are:

birth date

religious affiliation

citizenship

disciplinary status

ethnicity

gender

grade point average (GPA)

marital status

SSN/student ID

grades and exam scores

test scores (e.g., SAT, GRE, etc.)

progress reports (e.g., STARS)

According to FERPA, a student can request that the institution not release any directory

information about him/her. Institutions must comply with this request, once received, if the

student is still enrolled.

At USC, students who wish to restrict the release of directory information about themselves

must complete a Request to Restrict Directory Information form, available in the lobby of

the JHH Building or by e-mail ([email protected]). Students have the choice of restricting online

student directory information, or they can restrict the release of all of their directory

information. The completed form must be submitted in person to the Registrar's office and must

be accompanied by a photo ID. Students will be required to renew the request at the beginning

of each academic year.



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Information that Can Be Released FERPA has specifically identified certain information (called directory information) that may

be disclosed without student consent. USC has designated the following information as

directory information and will release this information, unless the student has submitted a

request for non-disclosure:

address (local and permanent)

telephone number (local and permanent)

university email address

student photo

USC attendance dates

USC degrees earned (with dates)

academic honors

major, minor and degree objective

expected date of graduation

previous schools attended

enrollment status (class level)

currently enrolled (Y/N)

participation in officially recognized activities and sports

Who can release student information? An institution may disclose personally identifiable information without the student's

written consent to "school officials" whom the institution has determined to have a

"legitimate educational interest."

Obligation to Release Record Information An institution is not obligated to release directory information to anyone. FERPA only says

that an institution MAY release information, but there is no obligation to do so. When in

doubt, do not release information.

Deceased Students The privacy rights of an individual expire with that individual's death. Records held by an

institution for a deceased person are not a FERPA issue but a matter of institutional policy.

USC will exercise its own discretion in deciding whether, and under what conditions,

information should be disclosed to survivors or third parties.

Student Workers FERPA does not preclude an institution from identifying students as "school officials" with

a "legitimate educational interest" for specific purposes. The same requirements and

responsibilities for a full time school official exist for student workers. The student workers

must be trained on FERPA just as if they were faculty or staff.

Fraternities/Sororities Many fraternities and sororities maintain scholarship committees, academic excellence

awards and related types of activities that are based upon personally identifiable

information. However, fraternity and sorority members in charge of these activities are not

"university officials" and may not have access to student record information, unless the

student has provided written authorization.

Financial Holds Students have the right to inspect the contents of their student folder, regardless of their

financial status with the institution. However, an institution is not required to release an

official transcript if the student has a past due account.


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Subpoenas At USC, all subpoenas are first reviewed by the Office of General Counsel to determine the

appropriate course of action.

Crisis Situations/Emergencies If non-directory information is needed to resolve a crisis or emergency situation, an

educational institution may release that information if the institution determines that the

information is "necessary to protect the health or safety of the student or other individuals."

Factors to be considered or questions to be asked in making a decision to release such

information in these situations are: (1) the severity of the threat to the health or safety of

those involved; (2) the need for the information; (3) the time required to deal with the

emergency; (4) the ability of the parties to whom the information is to be given to deal with

the emergency.

FERPA Tutorial All faculty and staff, as well as any other agents of the university who request access to student

academic records, must complete the FERPA tutorial online at www.usc.edu/registrar. The tutorial

is intended to insure that anyone accessing student records understands the obligations under

FERPA for proper use and protection of student records.

Questions about Confidentiality of Student Records General questions about confidentiality of student records may be directed to the Office of the

General Counsel, Office of Compliance, Office of the Vice President for Student Affairs, Office for

Student Conduct or the Office of the Registrar, as appropriate.

System Security It is your responsibility to ensure that you do not reveal your login ID or password to anyone.

Violations of this policy will result in the immediate termination of your access. If other individuals

in your office require the use of the Student Information System, they must complete and sign a

Student Information System Access Request Form and receive training. Please contact the User

Coordination Group at (213) 740-5337, CAL 354 for assistance.



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The Code of Responsibility that All SIS Users Must Follow The security and confidentiality of student records are matters of concern to all USC employees.

Employees with access to the Student Information System are in a unique position of trust in

maintaining the security and confidentiality of student records.

When university employees request access to the Student Information System, they must fill out and

sign a Student Information System Access Request Form. One of the items on that form is the

Code of Responsibility. Please read it carefully — as a system user, you are obligated to follow its

tenets.

WARNING: Violation of this code will result in the loss of access to the Student

Information System and may lead to reprimand, suspension or dismissal

consistent with the University of Southern California personnel and employment

policies.

Student Information System

Code of Responsibility

1. Unauthorized use of or access to student records is prohibited.

2. System users are prohibited from personally benefiting or allowing others to benefit

by knowledge of any confidential information gained by virtue of their work

assignments.

3. System users are prohibited from exhibiting or divulging the contents of any record or

report to any person except in the execution of normal duties and responsibilities.

4. System users must be familiar with and adhere to the ―Guidelines for the Federal

Family Education Rights and Privacy Act‖ (FERPA), commonly known as the

―Buckley Amendment.‖

5. System users may not knowingly include or cause to be included in any record or

report a false, inaccurate or misleading entry. Users may not delete or cause to be

deleted a data entry from any record or report.

6. No official record or report, or copy thereof, may be removed from the office where it

is maintained except in the performance of duties.

7. System users agree not to leave a terminal unattended without properly and

completely exiting from the system.

8. System users may not access, update or alter in any way their own records or records

of family members.

9. Each system user has unique access (login ID and password) to the Student

Information System. No system user may divulge or allow anyone else to use his or

her access. If a system user suspects someone of knowing or using his or her access,

he or she will immediately notify his or her supervisor and the User Coordination

Group at (213) 740-5337.

10. Each system user will have basic demographic and address information stored as part

of his or her ―System Access Request.‖ It is the system user’s duty to inform his or

her supervisor whenever this information changes.

11. No one is to aid, abet or act in conspiracy with another to violate any part of this code.


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IV. HOW TO GET HELP WITH THE STUDENT INFORMATION SYSTEM

SIS To use the SIS online help feature, type a question mark (?) in the field you would like to know

more about and press Enter. If online help is available for that field item, information will display.

Pressing Enter again will either take you back to the process screen field item, or provide you with

the opportunity to view additional help. To view additional help, type Y for Yes and press Enter.

The system will display additional help for the field item or a table of codes that may be entered into

the field.

Website Our website, www.usc.edu/its/sis, holds information on all things SIS-related: how to obtain access;

how to use the system; who to call when you need help you. The SIS processes taught in the various

SIS classes are also located here, under the Documentation section.

Phone The User Coordination Group offers support to the users of the Student Information System. We can

help you:

Find out what paperwork and training is required for your access to the Student

Information System (SIS)

Learn how to use SIS in specialized training classes

Set up your computer to access SIS

Request a password reset

Request a change or addition in access to SIS

Find out the answers to questions about, or solve problems, that you’re having with SIS

The User Coordination Group also acts as the liaison between the SIS programmers, who develop

and maintain the processes that exist on the Student Information System, the administrative

departments—Admissions, Bursar, Financial Aid, Academic Progress, and Registration and

Records—who ―own‖ the information that SIS holds, and the system users. For example, if you

notice that a process on the system does not seem to be working correctly, contact us—we’ll bring

the issue to the programmers’ attention. Or, if you need to talk to someone in the Registrar’s Office

about a class scheduling problem, or someone in Financial Aid about a student award, but don’t

know who to call, give us a ring. We can point you in the right direction.

You can find the User Coordination Group at 3434 S. Grand in the CAL building, Room 354—right

across from the Parking Center. Our phone number is (213) 740-5337. Our fax number is (213) 740-

5342. Our intercampus mail code is 2812.

Note: Many of our forms cannot be faxed — we require original signatures on official forms.

User Coordination Group/ Student Information System CAL 354 MC 2812

Phone: (213) 740-5337

Fax: (213) 740-5342

On the web: www.usc.edu/its/sis

http://www.usc.edu/its/sis


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When you call for assistance, you may be asked to provide the following information:

1. Which system are you using? You can always tell when you are working on the

Student Information System (SIS) — the words ―USC Student Information System‖ will

read across the top of your screen. The User Coordination Group will be able to assist you.

If you are using a different system, you will contact a different office for user support —

UCG can give you the phone number to call.

2. Which process are you using? You can always tell what process you are using on the

Student Information System — the process code appears in the upper left-hand corner of

every page of every process.

3. What is your User ID Number (login)? Your User ID Number is a lower case ―s‖

followed by your employee ID number (for example, s0000123). You are given a login

name and password at your Basic Training class.

4. What is your user number? Your user number always displays in the upper left-hand

corner of your menu screen (for example, User No. 266). It indicates the port that you are

using to log into the Student Information System.

5. Is an error message displaying on your screen? If so, what does it say? Be

prepared to give us the exact wording of the error message you received.

You may always call the User Coordination Group with questions, but you may also contact the

following offices directly if your question falls under their area of expertise.

EIS Technical Support – (213) 740-5857, CAL 302/MC 2813. Technical Support will

―force‖ log you off SIS in the event that you have inadvertently locked a student’s record

or your cursor is frozen in a particular process.

EIS Production Control – (213) 740-5861, CAL 302/MC 2813. The reports run on SIS

print in Production Control if your department does not have a system printer set up. Call

this number to see if your report is ready to pick up.

Academic Services – (213) 740-6963, JHH 104/MC 0912. Academic Services is an

office within the Registrar’s Office that can answer your questions about academic records,

privacy of student records, degree checking and graduation.


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V. HOW TO LOG ON

Using a PC Use the following login procedures to access student information on SIS using a PC.

1. Click SecureCRT in the Internet Tools folder at the Start menu.

2. Select Universe, or sis.usc.edu, and click Connect.

3. Enter a lower-case “s” and your seven-digit employee ID.

4. When prompted, enter your SIS password.

Note: If you have forgotten your password, call ext. 05337 to have it reset.

5. When prompted for Terminal Name, type in pctelnet.

Downloading SecureCRT If SecureCRT is not available to you at software.usc.edu, call us at 213-740-5337, and we’ll

make it available to you.

Using a MAC Use the following login procedures to access student information on SIS using a MAC.

1. Click Finder (top right corner of screen).

2. Click Applications.

3. Click Utilities.

4. Click Terminal.

5. Enter the following information: ssh [email protected] (Substitute your own 7-digit

payroll ID number for the number listed. Your SIS login is a lowercase "s" followed by

your 7-digit Employee ID number.)

6. Enter.

7. If asked a yes-or-no question, answer Yes.

8. When prompted, enter your SIS password.

Note: If you have forgotten your password, call ext. 05337 to have it reset.

9. When prompted for Terminal Name, type VT100.

SIS LOGIN MESSAGE(S) Note any messages, or announcements, that appear once you have entered the terminal type; they

may refer to you as the user or to the Student Information System as a whole. For example, the

screen may display announcements about changes to system access times or notify the user that his

yearly SIS Access audit has not yet been completed. After noting the messages(s), press the ENTER

key until the Student Information System Main Menu is displayed.


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VI. WHAT IS THE MAIN MENU? Once you are fully logged onto the Student Information System, the Main Menu displays. From here,

you may access any number of sub-menus and system processes by using the command line. You may

enter the number of the sub-menu you wish to access or enter the process directly by typing the process

name in caps at the command line. The names of the various sections are labeled below.


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VII. NAVIGATION TO BASIC ACCESS PROCESSES Main Menu

At the Command Line, type in the number 2 for Registration and Records (RNR) and press Enter.

Type in the number 8 for Display Student Registration and Records Information (RNR.M.DISPLAY)

and press Enter.


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Processes 1-7 in this sub-menu are all available to you with SIS Basic Access training.

One additional process is available to you: BUR.D.DET, the process that displays a student’s financial

detail. To get to BUR.D.DET, return to the Main Menu and follow these steps.

1. At the Command Line, enter the number 4 (BUR).

2. Number 1, BUR.M.CASH, the Cashier’s Office Main Menu.

3. Number 5, BUR.D.DET, Display Student’s Financial Detail.

Note: As always, you may type in the process name, for example: BUR.D.DET, and access it

directly from the Command Line.

Documentation for each process is available in the Basic Access section of the SIS website.


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VIII. WHAT KEYSTROKES TO USE? The following is a guide to various keystrokes and their functions on the Student Information System.

Key Stroke Function

Key Strokes Used within Fields

<enter> Enter Key Move forward one field

= <enter> Equal Sign Move backward one field

<enter> Period Move to the command line at the bottom of the screen

\ <enter> Back-slash Delete the information in a field

* <enter> Asterisk In term-dependent processes, change term (must be typed

in the first field, on the first page of the process)

? <enter> Question Mark View help information or table of possible entries for the

field

Commands Used on the Command Line

U <enter> Update – causes any changes that you made to the student

record to be accepted by the system

X <enter> No Update – clears the screen without updating and

allows you to bring up another record within the process

# <enter> Number Keys – moves your cursor to the field that you

indicate (for example, if you type the number 5 and

<enter> at the command line, your cursor will move to

the fifth field on the screen)

Q <enter> Quit – takes you out of the process and back to the menu

T <enter> Top – moves your cursor to the top of the screen

WI# <enter> Window # – moves your cursor into the window that you

indicate. Within the window, you can then scroll to see

more data

P# <enter> Page # – move to another page within the process

N <enter> Next Record – within a select list of records, move to the

next record

C <enter> Clear List – within a select list of records, clear the select

list

Special Commands

F8 or <Esc> <Esc> Q Allows you to exit out of a text box

F9 Deletes a line within a text box

Documents

UNIVERSITY OF SOUTHERN CALIFORNIA System-wide (SIS) ... Student enrollment information (RNR.D.ENR) ... APA.U.SAD Update student advisement