CM Overview

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Faculty Overview SLCM_WP_230
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Course Content

• Unit 1 Student Administration
• Unit 2 - Statement of Responsibility
• Unit 3 Class Rolls
• Unit 4 - Grading
• Unit 5 Advising Services
• Summary and Terminology

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Learning Objectives

• Obtain an overview of components in the Student
  Lifecycle Management (SLCM) module in IRIS
• Understand how SLCM processes integrate with each
  other and with other IRIS functions
• Understand myUK Portal
• Understand the process of grading
• Understand the process of lifting holds
• Understand how to display a students record

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Student Lifecycle Management (SLCM)

• SLCM is the module within IRIS that includes
  Student Recruitment, Admissions, Registration,
  Academic History, Student Accounting, and other
  Student Services
• SLCM is integrated with other IRIS modules which
  provides
• Data that flows immediately throughout the system
• Real-time access of common information in SLCM
• Virtual elimination of duplicate entries and the
  errors they can produce

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Integration Across IRIS

• SLCM data integrates with other IRIS modules
• Student ID is integrated with HR Person ID
• If a student is also an employee the Student ID
  and the employee Person ID will be the same
• Student Accounts are integrated with the Financial

Student Master Data
Student File
FI, FM HR
Academic Structure
Academic Records
Academic Calendar
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SLCM Access and Roles

• Each SLCM class taken will allow different access
  (roles) for different users, based on each users
  job and the IRIS functionality needed to perform
  that job
• After taking this Faculty Overview class, you
  will be able to
• Run class rolls
• Enter grades
• Display and remove advisor holds
• Create unofficial transcripts
• Display student program of study

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SLCM Access and Roles

• Your role gives you access to the
• Student Administration tab on the myUK portal
  which includes access to the Faculty Services
  subtab

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Statement of Responsibility

• All users who have access to myUK Portal
  Student Administration are required to sign the
  Statement of Responsibility
• It is located on the IRIS Website at
  http//myhelp.uky.edu/SOR
• When you go to the form, you will need to log
  into it with your AD (or MC) User ID
• You will not be able to get access until your
  Statement of Responsibility is signed

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Statement of Responsibility
Read the Statement and sign it by clicking in the
checkbox, then click on the Sign Statement button
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Unit 1

• Student Administration

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Student Administration

• Easiest way for staff and faculty to access basic
  SLCM information
• You will ONLY see tabs and links for applications
  for which you have permission
• Student Administration tab contains subtabs
• Academics
• Administrative Services
• Admissions
• Advising Services
• Faculty Services

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myUK Portal

• On the UK home page (http//www.uky.edu/), click
  on Link Blue

• Click on myUK

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myUK Portal

• Enter your Active Directory user ID and password,
  then click Sign On

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myUK Portal

• The myUK Portal Menu will display
• Note Depending upon your access/roles in the
  system, your portal menu may look a little
  different than the one shown above

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Student Administration Tab

• Display a student profile (directory information)
• Display student schedule
• Display course offerings
• Display/print real-time class rolls
• Submit midterm and final grades
• Display unofficial transcript
• Display list of advisees
• Lift academic advisor holds
• Issue electronic course overrides (permissions)
• Perform administrative booking (course
  registration)

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Student Administration News

• Up to date news items display on the right side
  of the Student Administration screen under Latest
  Stuff
• News can include
• Registration windows
• Grading windows
• System outages
• Recent changes

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• Class Rolls

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Class Rolls

• Display Class Rolls
• Print Class Rolls
• Export Class Rolls

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Display Class Rolls

• Class rolls can be viewed and printed by
  authorized faculty and staff from the myUK
  portal.
• A class roll can be found by searching for a
  course prefix and the course number or by
  entering part of the name of the course.
• Procedure may be performed at various times
  before and during the semester to have up-to-date
  information about students who are officially
  enrolled in a course.

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Display Class Rolls
Go to the Faculty Services on the Student
Administration tab and click Class Rolls.
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Display Class Rolls
To choose the appropriate Academic Year and Term,
click on the Drop-down List icon.
Double-click on the appropriate year and term.
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Display Class Rolls
You can search for the Course/section in one of
the following ways Course Subject
Number, such as ENG 104 Course Subject,
such as ENG Part of the title, such as
Writing.
Key the course subject and number into the Course
Subject Number field, then click the Search
button. Remember Course Subjects that use two
characters only (e.g., MA) must be followed by
two spaces and then the number.
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Display Class Rolls
A list of courses that match the criteria will
display.
Click on the SW 505 link.
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Display Class Rolls
A list of all possible class rolls for the course
will display.
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Display Class Rolls

• Section information includes
• Meeting Times
• Event Type (Lecture, Lab, etc.)
• Instructor
• Room Capacity
• Course Capacity
• Number of Students Enrolled
• Course Waitlist Availability
• Number of Students on Waitlist.

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Display Class Rolls
Click on the Section link.
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Print Class Rolls

• Information includes
• Last Name
• First Name
• Student ID
• Username
• Degree
• Major (Minor)
• Classification.

To print, click on the Printer Friendly link.
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Print Class Rolls
When the roll displays, click on the Printer icon.
Click on the Close icon to close the roll.
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Export Class Rolls
To export the data to Excel, click on the Export
to Excel link.
Click on the Save link.
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Export Class Rolls
Save the file by choosing the appropriate folder
on your computer. Change the File Name, and
then click on the Save button.
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• Grading

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Grading Process

• Find courses/sections for grading
• Enter grades
• Validate grades
• Correct grading errors, if applicable
• Save grades before submission
• Submit grades to Registrar

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Grading Process

• As a vital part of the Provosts efforts to
  promote student retention and graduation, all
  instructors and administrative staff members
  (including part-time instructors and graduate
  teaching assistants) must be able to enter
  mid-term and final grades
• There are two grading windows for each
  session/semester during which grades can be
  entered and submitted
• Mid-Term Grading Window
• Final Grading Window

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Grading Process

• All students MUST be assigned a grade in the
  final grading period before the electronic grade
  roster may be submitted to the Registrars Office
• For mid-term grades
• All undergraduate students are REQUIRED to have
  grades entered and submitted to the Registrars
  Office
• Mid-term grade entry for graduate students is not
  required to be submitted to the Registrars
  Office
• Grades can be saved before submission to the
  Registrars Office
• This feature will permit the grader to come back
  at a later date/time and complete the grading
  process

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Grading Navigation
Click Faculty Services.
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Grading Navigation
Click Grading.
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Grading Navigation
Click the Drop-down List icon to select the
appropriate Academic Year/Term.
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Grading Navigation
Select the appropriate Academic Year and Term.
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Grading Navigation
Click on the in the Drop-down List icon in the
Grade Type field and select either Mid-Term or
Final Grades.
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Grading Navigation
If you are the instructor of record for a course
section, your course section will appear at the
top of the Grading window. Click on the Select
link beside the appropriate course section to
start the grading process.
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Grading Navigation
If your course is not listed, click on the
Drop-down List icon in the Get Roster For field
and make your first selection.

• Your access may provide any of the following
  levels
• College level access
• Department level access
• Course level access.

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Grading Navigation
Continue the process of clicking in the Selection
field and selecting the next level until you have
selected the section.
Notice that your selections will become links
that you can use to back-up to a previous
level. At any time you can click the Reset button
to begin the search again.
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Grading Navigation
Click in the Select field and select the next
level. In this example it is the department.
Select the course.
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Grading Navigation
Select the section.
The enrolled students will be displayed in
alphabetical order. Grades may be entered
manually or selected from the list.
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Entering Grades
Grades for all students may be entered at one
time, or you may choose to enter some grades,
save them, then return at a later time to finish
entering grades. Color-coding denotes whether
the student is graded by the Normal grading
scale or an Other grading scale, such as audit.

• Normal is relevant to the course.
• If the course is a letter grade course, Normal
  is letter grade.
• If the course is a pass/fail only course,
  Normal is pass/fail.

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Entering Grades
Enter the grade manually into the Grade field.
OR click on the arrow and select the grade.
Continue the process until all grades have been
entered.
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Validate Grades
Click Validate Grades to check the grades for
errors.
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Correcting Errors
An error message happens for an invalid entry.
You can correct and validate again.
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Saving Grades
You may use the Save Grades functionality when
you are entering grades. This feature allows
you to come back later to continue grade entry or
make any necessary changes BEFORE submitting the
grades.
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Submitting Grades
Once the grading process is complete, click
Submit Grades to Registrar. IMPORTANT You must
validate the grades and correct any errors before
submission of grades.
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Submission to Registrar

• Mid-term grades must be entered and submitted for
  all undergraduate students.
• Mid-term grading is not required for graduate
  students.
• Submission of grades during the
• Final Grade window is NOT
• permitted unless every student
• has been assigned a valid grade.

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Submission to Registrar

• Once grades are submitted to the Registrars
  Office, the instructor(s) will receive an email
  confirmation stating that grades have been
  submitted for that module/event package
  (course/section).

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Submission to Registrar

• Please be aware that students will be able to log
  onto the myUK portal and view grades immediately,
  after submission to the Registrars Office has
  occurred.
• Graduate student grade changes are no longer
  required to be approved by the Dean of the
  Graduate School before submission to the
  Registrar.

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Grade Change Requests

• To submit a Grade Change Request
• Click on the Student Administration tab.
• Click on the Faculty Services tab.
• Then click on Grading in the Detailed Navigation
  menu area.

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Grade Change Requests

• Select the appropriate Year/Term using the
  Drop-Down List in the field.
• Select the appropriate Grade Type, either
  Mid-Term Grades or Final Grades.

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Grade Change Requests

• Click on the Select link beside the appropriate
  course/section.
• If you are not the instructor of record, you may
  be permitted as an additional grader to grade the
  course by selecting the appropriate
  course/section using the Get Roster For drop-down
  search.

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Grade Change Requests

• The Appraisal column will display the grades
  which were submitted, but they will be grayed
  out.
• To request a grade change, click on the Change
  link to the right of the students name.
• Change the grade in the Appraisal column by
  typing it into the field or using the Drop-down
  arrow.
• Click on the Save button to send the request or
  click on the Cancel link to cancel the request.

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Grade Change Requests

• The Grade Change Request will be sent via
  workflow to the Registrars Office, where the
  grade change will be reviewed and processed.
• Once a grade change has been processed by the
  Registrars Office, an email notification will be
  sent to the instructor of record, the person who
  submitted the grade change request (if different)
  and to the student.
• This email will not contain the actual grade or
  course information due to FERPA regulations, but
  it will give the student name, Student ID number,
  and academic year/session.

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• Advising Services

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Advising Services

• Display Student Record
• Display and Lift Advisor Holds
• Schedule Tab
• Address Tab
• Stops Tab
• Unofficial Transcripts Tab
• Program of Study Tab
• Graduation Date Tab

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Viewing an Advising Record

• On the Advising Services tab, click on Advisee
  Record.

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FERPA

• Under the Family Educational Rights and Privacy
  Act (FERPA), a student can request that their
  directory information not be shared.
• This means absolutely no information can be
  released on this student.
• You may still access the data if you have a
  professional need to know.
• When you select the student, a message box will
  appear.

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Pulling up a student record

• To open a student record for a student who
  appears on your advisee list, just click on the
  students name.
• If a student does not appear on your list, you
  may conduct a search. Click on the Find a Student
  box and complete one or more fields, then click
  the Search button. To select a student, click on
  the radio button beside the name and click Next.

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Viewing a Student Record

• A tabbed list of available information will be
  displayed. Among the tabs are Stops/Holds,
  Schedule, Address, Documents (which contains the
  Unofficial Transcript), Program of Study,
  Anticipated Graduation Date, Windows/Events, and
  myAdvisees.

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Stops/Holds Tab

• The Stops/Holds tab is the default for the
  Advisee Record.
• Each stop includes information.

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myAdvisees Tab

• The myAdvisees tab provides a list of the
  students you advise.
• Students with holds will display a red box in the
  Hold column.
• Students without holds will a display a green box
  in the Hold column.

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Lifting Advisor Holds

• To lift an advisor hold, click in the red box and
  click on the Lift button.
• To lift the hold on a series of students, you may
  click more than one red box to select and click
  the lift button to lift the hold as a group.
• Once an Advisor Hold has been lifted, the red box
  becomes green.

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Schedule Tab

• The Schedule tab will display the students
  current academic record.

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Address Tab

• The Address tab provides the students
  address(es)
• Current
• Permanent
• International
• Email

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Documents Tab

• To display an unofficial transcript for a
  student, click on the Documents tab.
• Click on Unofficial Transcript.

• To print the transcript, click on the Printer
  icon.

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Program of Study tab

• Click on the Program of Study tab to display the
  students Program(s) of Study, including Major
  and Minor (if applicable).
• The students College, Degree, Major, and Minor
  will be displayed.

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Graduation Date tab

• To view the students anticipated Graduation
  Date, click on the Anticipated Graduation Date
  tab.
• To enter an anticipated Graduation date, click on
  the Update button.
• Click on the appropriate date to select, then
  click Save.

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Pulling up a Different Student

• To view another students data, click the Open
  Student Selection icon.
• Enter the students name, UserID, and/or Student
  Number into the appropriate field.
• Click the Search icon.

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Logging off myUK Portal

• When you are finished with your work in Student
  Administration, you will want to log off the
  Portal.
• To log off the portal, click Log Off. A dialogue
  box will pop up asking if you are sure. To
  confirm, click Yes.
• Be sure you log out, so that no one is able to
  access student data using your ID!

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Course Completion

• After reviewing this tutorial, please submit the
  completion notification available on the myHelp
  website
• http//myhelp.uky.edu/rwd/HTML/CM/CM_WP_230_Comple
  tion.html
• In addition complete the brief evaluation
  available on the myHelp website to help us
  improve this tutorial
• http//myhelp.uky.edu/rwd/HTML/CM/CM_WP_230_Evalua
  tion.html
• Questions or suggestions may be directed to
• IRIS Training at IRIStraining_at_email.uky.edu

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Student Lifecycle Management Help

• myHelp Website
• http//myhelp.uky.edu/rwd/HTML/CM.html
• Contains Quick Reference Cards, updated course
  manuals, Simulations, SLCM Frequently Asked
  Questions, and other job aids
• IRIS Website
• http//www.uky.edu/IRIS/CM/
• Contains Information Directory, Forms, and other
  references

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SLCM Training Courses

• Classroom Lab Courses Register at
  http//www.uky.edu/IRIS/tr/
• SLCM_AD_300 Event Planning
• SLCM_AD_340 Programs of Study Majors
• SLCM Web Courses - http//myhelp.uky.edu/rwd/HTML/
  CM.html
• SLCM_200 Student Lifecycle Management Overview
• SLCM_AD_310 Student Records
• SLCM_AD_315 Booking Rules
• SLCM_AD_320 Booking
• SLCM_WP_210 Grading
• SLCM_WP_220 Overrides
• SLCM_WP_230 SLCM Faculty Overview
• SLCM_WP_310 Advising

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Course Summary

• You now have
• Obtain an overview of components in the Student
  Lifecycle Management (SLCM) module in IRIS
• Understand how SLCM processes integrate with each
  other and with other IRIS functions
• Understand myUK Portal
• Understand the process of Grading
• Understand the process of Lifting Holds (Stops)
• Understand how to display a students record

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Key Terminology
Terminology Definition
Student Number (NOT SSN!) A unique 8-digit ID number assigned by IRIS. This is the key to student records. We will still maintain the SSN, if known, and search is permitted by SSN.
Program of Study The college and the degree Example BA-AS is the program of study Bachelor of Arts in the College of Arts and Sciences.
Module A course in the IRIS system Example BIO 103
Booking Class registration
Appraisal Grading an institutional process for evaluating (grading) in a planned, structured, and standardized way.
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Key Terminology
IRIS Term Definition
Sessional Registration A student will have a sessional registration for each term of enrollment. This is roughly equivalent to term record and basically means the student is eligible to register.
Business Partner (BP) One who has a financial relationship with UK. All students are also business partners.