Student Lifecycle Management Overview SLCM_200 SLCM_200 Student Lifecycle Management Overview Course Content • SLCM Introduction • Unit 1 – Student Administration • Unit 2 – Student File •
Download ReportTranscript Student Lifecycle Management Overview SLCM_200 SLCM_200 Student Lifecycle Management Overview Course Content • SLCM Introduction • Unit 1 – Student Administration • Unit 2 – Student File •
Slide 1
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
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Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
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Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
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Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 2
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
SLCM_200 Student Lifecycle Management Overview
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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63
Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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83
SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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84
Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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85
Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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87
Slide 3
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
6
Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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11
Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
12
Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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
SLCM_200 Student Lifecycle Management Overview
13
Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
14
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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20
Student Services Tab
• Students access their records via the Student Services tab
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21
Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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87
Slide 4
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
6
Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
SLCM_200 Student Lifecycle Management Overview
9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
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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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
SLCM_200 Student Lifecycle Management Overview
28
Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
SLCM_200 Student Lifecycle Management Overview
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
SLCM_200 Student Lifecycle Management Overview
32
Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
SLCM_200 Student Lifecycle Management Overview
33
High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
SLCM_200 Student Lifecycle Management Overview
34
Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 5
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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35
Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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39
PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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46
Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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47
Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 6
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 7
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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77
Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 8
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
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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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
SLCM_200 Student Lifecycle Management Overview
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
SLCM_200 Student Lifecycle Management Overview
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
SLCM_200 Student Lifecycle Management Overview
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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83
SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
SLCM_200 Student Lifecycle Management Overview
84
Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
SLCM_200 Student Lifecycle Management Overview
85
Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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87
Slide 9
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
4
SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
6
Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
SLCM_200 Student Lifecycle Management Overview
9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
12
Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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
SLCM_200 Student Lifecycle Management Overview
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Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
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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
SLCM_200 Student Lifecycle Management Overview
15
Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
SLCM_200 Student Lifecycle Management Overview
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
SLCM_200 Student Lifecycle Management Overview
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
SLCM_200 Student Lifecycle Management Overview
19
Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
SLCM_200 Student Lifecycle Management Overview
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
22
Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
SLCM_200 Student Lifecycle Management Overview
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
SLCM_200 Student Lifecycle Management Overview
25
PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
SLCM_200 Student Lifecycle Management Overview
26
PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
SLCM_200 Student Lifecycle Management Overview
27
Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
SLCM_200 Student Lifecycle Management Overview
28
Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
SLCM_200 Student Lifecycle Management Overview
29
Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
SLCM_200 Student Lifecycle Management Overview
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
SLCM_200 Student Lifecycle Management Overview
31
Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
SLCM_200 Student Lifecycle Management Overview
32
Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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33
High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
SLCM_200 Student Lifecycle Management Overview
34
Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
SLCM_200 Student Lifecycle Management Overview
35
Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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36
PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
SLCM_200 Student Lifecycle Management Overview
37
PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
SLCM_200 Student Lifecycle Management Overview
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
SLCM_200 Student Lifecycle Management Overview
39
PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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41
Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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42
Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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44
Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
SLCM_200 Student Lifecycle Management Overview
45
Student File - Holds
• To close the data windows, click on Continue or press Enter
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46
Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
SLCM_200 Student Lifecycle Management Overview
47
Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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48
Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
SLCM_200 Student Lifecycle Management Overview
49
Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
SLCM_200 Student Lifecycle Management Overview
50
Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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51
Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
SLCM_200 Student Lifecycle Management Overview
52
Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
SLCM_200 Student Lifecycle Management Overview
53
Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
SLCM_200 Student Lifecycle Management Overview
54
Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
SLCM_200 Student Lifecycle Management Overview
55
Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
SLCM_200 Student Lifecycle Management Overview
56
Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
SLCM_200 Student Lifecycle Management Overview
62
Unit 3
Student
Master Data
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63
Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
SLCM_200 Student Lifecycle Management Overview
64
Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
SLCM_200 Student Lifecycle Management Overview
65
Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
SLCM_200 Student Lifecycle Management Overview
66
Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
SLCM_200 Student Lifecycle Management Overview
67
Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
SLCM_200 Student Lifecycle Management Overview
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
SLCM_200 Student Lifecycle Management Overview
71
Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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72
Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
SLCM_200 Student Lifecycle Management Overview
73
Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
SLCM_200 Student Lifecycle Management Overview
74
Master Data – myPasscode_AD
• Contains Access and AD user ID information
SLCM_200 Student Lifecycle Management Overview
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
SLCM_200 Student Lifecycle Management Overview
76
SLCM Help &
Terminology
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77
Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
SLCM_200 Student Lifecycle Management Overview
78
Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
SLCM_200 Student Lifecycle Management Overview
79
Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
SLCM_200 Student Lifecycle Management Overview
80
Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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81
Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
SLCM_200 Student Lifecycle Management Overview
82
SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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
SLCM_200 Student Lifecycle Management Overview
83
SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
SLCM_200 Student Lifecycle Management Overview
84
Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
SLCM_200 Student Lifecycle Management Overview
85
Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
SLCM_200 Student Lifecycle Management Overview
86
Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
SLCM_200 Student Lifecycle Management Overview
87
Slide 10
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
4
SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
6
Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
SLCM_200 Student Lifecycle Management Overview
9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
SLCM_200 Student Lifecycle Management Overview
11
Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
12
Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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
SLCM_200 Student Lifecycle Management Overview
13
Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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87
Slide 11
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
12
Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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27
Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 12
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 13
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
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Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
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Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 14
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
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Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 15
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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63
Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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77
Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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83
SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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84
Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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87
Slide 16
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
4
SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
6
Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
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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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
SLCM_200 Student Lifecycle Management Overview
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
SLCM_200 Student Lifecycle Management Overview
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
SLCM_200 Student Lifecycle Management Overview
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
22
Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
SLCM_200 Student Lifecycle Management Overview
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
SLCM_200 Student Lifecycle Management Overview
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
SLCM_200 Student Lifecycle Management Overview
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
SLCM_200 Student Lifecycle Management Overview
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
SLCM_200 Student Lifecycle Management Overview
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Unit 3
Student
Master Data
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63
Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
SLCM_200 Student Lifecycle Management Overview
64
Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
SLCM_200 Student Lifecycle Management Overview
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
SLCM_200 Student Lifecycle Management Overview
66
Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
SLCM_200 Student Lifecycle Management Overview
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
SLCM_200 Student Lifecycle Management Overview
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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77
Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
SLCM_200 Student Lifecycle Management Overview
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
SLCM_200 Student Lifecycle Management Overview
82
SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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
SLCM_200 Student Lifecycle Management Overview
83
SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
SLCM_200 Student Lifecycle Management Overview
84
Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
SLCM_200 Student Lifecycle Management Overview
85
Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
SLCM_200 Student Lifecycle Management Overview
86
Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
SLCM_200 Student Lifecycle Management Overview
87
Slide 17
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
4
SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
6
Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
SLCM_200 Student Lifecycle Management Overview
9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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11
Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
12
Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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
SLCM_200 Student Lifecycle Management Overview
13
Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
14
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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15
Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
SLCM_200 Student Lifecycle Management Overview
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
22
Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
SLCM_200 Student Lifecycle Management Overview
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Unit 2
Student File
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24
Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
SLCM_200 Student Lifecycle Management Overview
25
PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
SLCM_200 Student Lifecycle Management Overview
26
PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
SLCM_200 Student Lifecycle Management Overview
27
Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
SLCM_200 Student Lifecycle Management Overview
28
Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
SLCM_200 Student Lifecycle Management Overview
29
Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
SLCM_200 Student Lifecycle Management Overview
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
SLCM_200 Student Lifecycle Management Overview
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
SLCM_200 Student Lifecycle Management Overview
35
Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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36
PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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37
PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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39
PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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40
Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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41
Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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42
Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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46
Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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47
Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
SLCM_200 Student Lifecycle Management Overview
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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55
Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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63
Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
SLCM_200 Student Lifecycle Management Overview
64
Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
SLCM_200 Student Lifecycle Management Overview
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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74
Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
SLCM_200 Student Lifecycle Management Overview
76
SLCM Help &
Terminology
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77
Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
SLCM_200 Student Lifecycle Management Overview
78
Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
SLCM_200 Student Lifecycle Management Overview
79
Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
SLCM_200 Student Lifecycle Management Overview
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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81
Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
SLCM_200 Student Lifecycle Management Overview
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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
SLCM_200 Student Lifecycle Management Overview
83
SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
SLCM_200 Student Lifecycle Management Overview
84
Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
SLCM_200 Student Lifecycle Management Overview
85
Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
SLCM_200 Student Lifecycle Management Overview
87
Slide 18
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
4
SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
6
Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
SLCM_200 Student Lifecycle Management Overview
9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
SLCM_200 Student Lifecycle Management Overview
11
Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
12
Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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
SLCM_200 Student Lifecycle Management Overview
13
Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
14
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
SLCM_200 Student Lifecycle Management Overview
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
SLCM_200 Student Lifecycle Management Overview
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 19
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 20
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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35
Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
SLCM_200 Student Lifecycle Management Overview
46
Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 21
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
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Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 22
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
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7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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77
Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 23
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
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Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
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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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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63
Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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83
SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
SLCM_200 Student Lifecycle Management Overview
84
Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
SLCM_200 Student Lifecycle Management Overview
85
Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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87
Slide 24
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
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Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
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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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
SLCM_200 Student Lifecycle Management Overview
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
SLCM_200 Student Lifecycle Management Overview
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
SLCM_200 Student Lifecycle Management Overview
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
SLCM_200 Student Lifecycle Management Overview
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
SLCM_200 Student Lifecycle Management Overview
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
SLCM_200 Student Lifecycle Management Overview
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
SLCM_200 Student Lifecycle Management Overview
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
SLCM_200 Student Lifecycle Management Overview
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
SLCM_200 Student Lifecycle Management Overview
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
SLCM_200 Student Lifecycle Management Overview
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
SLCM_200 Student Lifecycle Management Overview
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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
SLCM_200 Student Lifecycle Management Overview
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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
SLCM_200 Student Lifecycle Management Overview
84
Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
SLCM_200 Student Lifecycle Management Overview
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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87
Slide 25
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
4
SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
6
Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
SLCM_200 Student Lifecycle Management Overview
9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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63
Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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84
Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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85
Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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87
Slide 26
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
4
SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
6
Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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11
Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
12
Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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
SLCM_200 Student Lifecycle Management Overview
13
Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
14
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
SLCM_200 Student Lifecycle Management Overview
19
Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
SLCM_200 Student Lifecycle Management Overview
20
Student Services Tab
• Students access their records via the Student Services tab
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21
Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
22
Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
SLCM_200 Student Lifecycle Management Overview
23
Unit 2
Student File
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24
Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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87
Slide 27
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
4
SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
6
Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
12
Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
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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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
SLCM_200 Student Lifecycle Management Overview
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
SLCM_200 Student Lifecycle Management Overview
20
Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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25
PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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26
PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
SLCM_200 Student Lifecycle Management Overview
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
SLCM_200 Student Lifecycle Management Overview
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
SLCM_200 Student Lifecycle Management Overview
34
Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
SLCM_200 Student Lifecycle Management Overview
35
Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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36
PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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37
PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 28
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 29
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
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Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
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Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 30
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
SLCM_200 Student Lifecycle Management Overview
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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63
Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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77
Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 31
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
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Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
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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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
SLCM_200 Student Lifecycle Management Overview
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
SLCM_200 Student Lifecycle Management Overview
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
SLCM_200 Student Lifecycle Management Overview
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
SLCM_200 Student Lifecycle Management Overview
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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
SLCM_200 Student Lifecycle Management Overview
83
SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
SLCM_200 Student Lifecycle Management Overview
84
Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
SLCM_200 Student Lifecycle Management Overview
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
SLCM_200 Student Lifecycle Management Overview
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
SLCM_200 Student Lifecycle Management Overview
87
Slide 32
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
4
SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
6
Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
SLCM_200 Student Lifecycle Management Overview
9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
SLCM_200 Student Lifecycle Management Overview
11
Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
12
Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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
SLCM_200 Student Lifecycle Management Overview
13
Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
14
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
SLCM_200 Student Lifecycle Management Overview
15
Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
SLCM_200 Student Lifecycle Management Overview
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
SLCM_200 Student Lifecycle Management Overview
17
Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
SLCM_200 Student Lifecycle Management Overview
18
Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
SLCM_200 Student Lifecycle Management Overview
19
Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
SLCM_200 Student Lifecycle Management Overview
20
Student Services Tab
• Students access their records via the Student Services tab
SLCM_200 Student Lifecycle Management Overview
21
Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
22
Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
SLCM_200 Student Lifecycle Management Overview
23
Unit 2
Student File
SLCM_200 Student Lifecycle Management Overview
24
Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
SLCM_200 Student Lifecycle Management Overview
25
PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
SLCM_200 Student Lifecycle Management Overview
26
PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
SLCM_200 Student Lifecycle Management Overview
27
Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
SLCM_200 Student Lifecycle Management Overview
28
Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
SLCM_200 Student Lifecycle Management Overview
29
Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
SLCM_200 Student Lifecycle Management Overview
30
FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
SLCM_200 Student Lifecycle Management Overview
31
Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
SLCM_200 Student Lifecycle Management Overview
32
Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
SLCM_200 Student Lifecycle Management Overview
33
High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
SLCM_200 Student Lifecycle Management Overview
34
Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
SLCM_200 Student Lifecycle Management Overview
35
Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
SLCM_200 Student Lifecycle Management Overview
36
PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
SLCM_200 Student Lifecycle Management Overview
37
PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
SLCM_200 Student Lifecycle Management Overview
38
PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
SLCM_200 Student Lifecycle Management Overview
39
PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
SLCM_200 Student Lifecycle Management Overview
40
Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
SLCM_200 Student Lifecycle Management Overview
41
Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
SLCM_200 Student Lifecycle Management Overview
42
Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
SLCM_200 Student Lifecycle Management Overview
43
Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
SLCM_200 Student Lifecycle Management Overview
44
Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
SLCM_200 Student Lifecycle Management Overview
45
Student File - Holds
• To close the data windows, click on Continue or press Enter
SLCM_200 Student Lifecycle Management Overview
46
Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
SLCM_200 Student Lifecycle Management Overview
47
Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
SLCM_200 Student Lifecycle Management Overview
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
SLCM_200 Student Lifecycle Management Overview
49
Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
SLCM_200 Student Lifecycle Management Overview
50
Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
SLCM_200 Student Lifecycle Management Overview
52
Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
SLCM_200 Student Lifecycle Management Overview
53
Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
SLCM_200 Student Lifecycle Management Overview
54
Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
SLCM_200 Student Lifecycle Management Overview
55
Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
SLCM_200 Student Lifecycle Management Overview
56
Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
SLCM_200 Student Lifecycle Management Overview
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
SLCM_200 Student Lifecycle Management Overview
58
Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
SLCM_200 Student Lifecycle Management Overview
62
Unit 3
Student
Master Data
SLCM_200 Student Lifecycle Management Overview
63
Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
SLCM_200 Student Lifecycle Management Overview
64
Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
SLCM_200 Student Lifecycle Management Overview
65
Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
SLCM_200 Student Lifecycle Management Overview
66
Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
SLCM_200 Student Lifecycle Management Overview
67
Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
SLCM_200 Student Lifecycle Management Overview
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
SLCM_200 Student Lifecycle Management Overview
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
SLCM_200 Student Lifecycle Management Overview
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
SLCM_200 Student Lifecycle Management Overview
71
Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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72
Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
SLCM_200 Student Lifecycle Management Overview
73
Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
SLCM_200 Student Lifecycle Management Overview
74
Master Data – myPasscode_AD
• Contains Access and AD user ID information
SLCM_200 Student Lifecycle Management Overview
75
Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
SLCM_200 Student Lifecycle Management Overview
76
SLCM Help &
Terminology
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77
Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
SLCM_200 Student Lifecycle Management Overview
78
Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
SLCM_200 Student Lifecycle Management Overview
79
Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
SLCM_200 Student Lifecycle Management Overview
80
Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
SLCM_200 Student Lifecycle Management Overview
81
Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
SLCM_200 Student Lifecycle Management Overview
82
SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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
SLCM_200 Student Lifecycle Management Overview
83
SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
SLCM_200 Student Lifecycle Management Overview
84
Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
SLCM_200 Student Lifecycle Management Overview
85
Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
SLCM_200 Student Lifecycle Management Overview
86
Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
SLCM_200 Student Lifecycle Management Overview
87
Slide 33
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
4
SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
6
Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
SLCM_200 Student Lifecycle Management Overview
9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
SLCM_200 Student Lifecycle Management Overview
11
Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
12
Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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
SLCM_200 Student Lifecycle Management Overview
13
Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
14
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
SLCM_200 Student Lifecycle Management Overview
15
Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
SLCM_200 Student Lifecycle Management Overview
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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87
Slide 34
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
12
Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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20
Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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25
PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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27
Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
SLCM_200 Student Lifecycle Management Overview
28
Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 35
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
SLCM_200 Student Lifecycle Management Overview
34
Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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35
Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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41
Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 36
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 37
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 38
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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84
Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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86
Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
SLCM_200 Student Lifecycle Management Overview
87
Slide 39
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
4
SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
6
Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
SLCM_200 Student Lifecycle Management Overview
9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
12
Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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
SLCM_200 Student Lifecycle Management Overview
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Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
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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
SLCM_200 Student Lifecycle Management Overview
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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
SLCM_200 Student Lifecycle Management Overview
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
SLCM_200 Student Lifecycle Management Overview
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
SLCM_200 Student Lifecycle Management Overview
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
SLCM_200 Student Lifecycle Management Overview
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
SLCM_200 Student Lifecycle Management Overview
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Student Services Tab
• Students access their records via the Student Services tab
SLCM_200 Student Lifecycle Management Overview
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
22
Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
SLCM_200 Student Lifecycle Management Overview
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Unit 2
Student File
SLCM_200 Student Lifecycle Management Overview
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
SLCM_200 Student Lifecycle Management Overview
25
PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
SLCM_200 Student Lifecycle Management Overview
26
PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
SLCM_200 Student Lifecycle Management Overview
27
Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
SLCM_200 Student Lifecycle Management Overview
28
Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
SLCM_200 Student Lifecycle Management Overview
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
SLCM_200 Student Lifecycle Management Overview
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
SLCM_200 Student Lifecycle Management Overview
31
Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
SLCM_200 Student Lifecycle Management Overview
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
SLCM_200 Student Lifecycle Management Overview
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
SLCM_200 Student Lifecycle Management Overview
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
SLCM_200 Student Lifecycle Management Overview
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
SLCM_200 Student Lifecycle Management Overview
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
SLCM_200 Student Lifecycle Management Overview
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
SLCM_200 Student Lifecycle Management Overview
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• To close the data windows, click on Continue or press Enter
SLCM_200 Student Lifecycle Management Overview
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
SLCM_200 Student Lifecycle Management Overview
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
SLCM_200 Student Lifecycle Management Overview
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
SLCM_200 Student Lifecycle Management Overview
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
SLCM_200 Student Lifecycle Management Overview
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
SLCM_200 Student Lifecycle Management Overview
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
SLCM_200 Student Lifecycle Management Overview
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
SLCM_200 Student Lifecycle Management Overview
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
SLCM_200 Student Lifecycle Management Overview
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Unit 3
Student
Master Data
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63
Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
SLCM_200 Student Lifecycle Management Overview
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
SLCM_200 Student Lifecycle Management Overview
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
SLCM_200 Student Lifecycle Management Overview
66
Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
SLCM_200 Student Lifecycle Management Overview
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
SLCM_200 Student Lifecycle Management Overview
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
SLCM_200 Student Lifecycle Management Overview
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
SLCM_200 Student Lifecycle Management Overview
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
SLCM_200 Student Lifecycle Management Overview
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
SLCM_200 Student Lifecycle Management Overview
74
Master Data – myPasscode_AD
• Contains Access and AD user ID information
SLCM_200 Student Lifecycle Management Overview
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
SLCM_200 Student Lifecycle Management Overview
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
SLCM_200 Student Lifecycle Management Overview
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
SLCM_200 Student Lifecycle Management Overview
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
SLCM_200 Student Lifecycle Management Overview
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
SLCM_200 Student Lifecycle Management Overview
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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
SLCM_200 Student Lifecycle Management Overview
83
SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
SLCM_200 Student Lifecycle Management Overview
84
Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
SLCM_200 Student Lifecycle Management Overview
85
Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
SLCM_200 Student Lifecycle Management Overview
86
Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
SLCM_200 Student Lifecycle Management Overview
87
Slide 40
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
4
SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
6
Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
SLCM_200 Student Lifecycle Management Overview
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
SLCM_200 Student Lifecycle Management Overview
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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35
Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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63
Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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77
Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
SLCM_200 Student Lifecycle Management Overview
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
SLCM_200 Student Lifecycle Management Overview
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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
SLCM_200 Student Lifecycle Management Overview
83
SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
SLCM_200 Student Lifecycle Management Overview
84
Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
SLCM_200 Student Lifecycle Management Overview
85
Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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86
Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
SLCM_200 Student Lifecycle Management Overview
87
Slide 41
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
4
SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
6
Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
SLCM_200 Student Lifecycle Management Overview
9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
SLCM_200 Student Lifecycle Management Overview
11
Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
12
Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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
SLCM_200 Student Lifecycle Management Overview
13
Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
14
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
SLCM_200 Student Lifecycle Management Overview
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
SLCM_200 Student Lifecycle Management Overview
19
Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
SLCM_200 Student Lifecycle Management Overview
20
Student Services Tab
• Students access their records via the Student Services tab
SLCM_200 Student Lifecycle Management Overview
21
Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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87
Slide 42
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
4
SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
6
Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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25
PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
SLCM_200 Student Lifecycle Management Overview
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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87
Slide 43
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
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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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
SLCM_200 Student Lifecycle Management Overview
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
SLCM_200 Student Lifecycle Management Overview
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
SLCM_200 Student Lifecycle Management Overview
34
Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
SLCM_200 Student Lifecycle Management Overview
35
Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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39
PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
SLCM_200 Student Lifecycle Management Overview
41
Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• To close the data windows, click on Continue or press Enter
SLCM_200 Student Lifecycle Management Overview
46
Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
SLCM_200 Student Lifecycle Management Overview
47
Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 44
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
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Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 45
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
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Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 46
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
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Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
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Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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83
SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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84
Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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87
Slide 47
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
SLCM_200 Student Lifecycle Management Overview
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
SLCM_200 Student Lifecycle Management Overview
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Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
12
Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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
SLCM_200 Student Lifecycle Management Overview
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Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
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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
SLCM_200 Student Lifecycle Management Overview
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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
SLCM_200 Student Lifecycle Management Overview
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
SLCM_200 Student Lifecycle Management Overview
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
SLCM_200 Student Lifecycle Management Overview
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
SLCM_200 Student Lifecycle Management Overview
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
SLCM_200 Student Lifecycle Management Overview
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Student Services Tab
• Students access their records via the Student Services tab
SLCM_200 Student Lifecycle Management Overview
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
22
Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
SLCM_200 Student Lifecycle Management Overview
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Unit 2
Student File
SLCM_200 Student Lifecycle Management Overview
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
SLCM_200 Student Lifecycle Management Overview
25
PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
SLCM_200 Student Lifecycle Management Overview
26
PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
SLCM_200 Student Lifecycle Management Overview
27
Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
SLCM_200 Student Lifecycle Management Overview
28
Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
SLCM_200 Student Lifecycle Management Overview
29
Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
SLCM_200 Student Lifecycle Management Overview
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
SLCM_200 Student Lifecycle Management Overview
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
SLCM_200 Student Lifecycle Management Overview
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
SLCM_200 Student Lifecycle Management Overview
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
SLCM_200 Student Lifecycle Management Overview
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
SLCM_200 Student Lifecycle Management Overview
35
Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
SLCM_200 Student Lifecycle Management Overview
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
SLCM_200 Student Lifecycle Management Overview
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
SLCM_200 Student Lifecycle Management Overview
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
SLCM_200 Student Lifecycle Management Overview
42
Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• To close the data windows, click on Continue or press Enter
SLCM_200 Student Lifecycle Management Overview
46
Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
SLCM_200 Student Lifecycle Management Overview
47
Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
SLCM_200 Student Lifecycle Management Overview
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
SLCM_200 Student Lifecycle Management Overview
49
Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
SLCM_200 Student Lifecycle Management Overview
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
SLCM_200 Student Lifecycle Management Overview
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
SLCM_200 Student Lifecycle Management Overview
54
Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
SLCM_200 Student Lifecycle Management Overview
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
SLCM_200 Student Lifecycle Management Overview
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
SLCM_200 Student Lifecycle Management Overview
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Unit 3
Student
Master Data
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63
Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
SLCM_200 Student Lifecycle Management Overview
64
Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
SLCM_200 Student Lifecycle Management Overview
65
Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
SLCM_200 Student Lifecycle Management Overview
66
Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
SLCM_200 Student Lifecycle Management Overview
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
SLCM_200 Student Lifecycle Management Overview
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
SLCM_200 Student Lifecycle Management Overview
71
Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
SLCM_200 Student Lifecycle Management Overview
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
SLCM_200 Student Lifecycle Management Overview
74
Master Data – myPasscode_AD
• Contains Access and AD user ID information
SLCM_200 Student Lifecycle Management Overview
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
SLCM_200 Student Lifecycle Management Overview
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SLCM Help &
Terminology
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77
Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
SLCM_200 Student Lifecycle Management Overview
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
SLCM_200 Student Lifecycle Management Overview
79
Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
SLCM_200 Student Lifecycle Management Overview
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
SLCM_200 Student Lifecycle Management Overview
82
SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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
SLCM_200 Student Lifecycle Management Overview
83
SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
SLCM_200 Student Lifecycle Management Overview
84
Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
SLCM_200 Student Lifecycle Management Overview
85
Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
SLCM_200 Student Lifecycle Management Overview
86
Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
SLCM_200 Student Lifecycle Management Overview
87
Slide 48
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
4
SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
6
Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
SLCM_200 Student Lifecycle Management Overview
9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
SLCM_200 Student Lifecycle Management Overview
11
Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
12
Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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87
Slide 49
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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12
Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
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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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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25
PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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87
Slide 50
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
6
Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
14
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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20
Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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25
PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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28
Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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32
Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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33
High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
SLCM_200 Student Lifecycle Management Overview
34
Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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35
Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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36
PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 51
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
SLCM_200 Student Lifecycle Management Overview
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 52
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 53
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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77
Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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
SLCM_200 Student Lifecycle Management Overview
83
SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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84
Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
SLCM_200 Student Lifecycle Management Overview
85
Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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87
Slide 54
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
4
SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
6
Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
12
Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
14
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
SLCM_200 Student Lifecycle Management Overview
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
SLCM_200 Student Lifecycle Management Overview
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
SLCM_200 Student Lifecycle Management Overview
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
SLCM_200 Student Lifecycle Management Overview
19
Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
SLCM_200 Student Lifecycle Management Overview
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
22
Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
SLCM_200 Student Lifecycle Management Overview
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
SLCM_200 Student Lifecycle Management Overview
25
PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
SLCM_200 Student Lifecycle Management Overview
28
Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
SLCM_200 Student Lifecycle Management Overview
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
SLCM_200 Student Lifecycle Management Overview
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
SLCM_200 Student Lifecycle Management Overview
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
SLCM_200 Student Lifecycle Management Overview
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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41
Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• To close the data windows, click on Continue or press Enter
SLCM_200 Student Lifecycle Management Overview
46
Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
SLCM_200 Student Lifecycle Management Overview
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
SLCM_200 Student Lifecycle Management Overview
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
SLCM_200 Student Lifecycle Management Overview
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
SLCM_200 Student Lifecycle Management Overview
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
SLCM_200 Student Lifecycle Management Overview
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Unit 3
Student
Master Data
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63
Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
SLCM_200 Student Lifecycle Management Overview
64
Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
SLCM_200 Student Lifecycle Management Overview
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
SLCM_200 Student Lifecycle Management Overview
66
Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
SLCM_200 Student Lifecycle Management Overview
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
SLCM_200 Student Lifecycle Management Overview
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
SLCM_200 Student Lifecycle Management Overview
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
SLCM_200 Student Lifecycle Management Overview
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
SLCM_200 Student Lifecycle Management Overview
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
SLCM_200 Student Lifecycle Management Overview
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
SLCM_200 Student Lifecycle Management Overview
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SLCM Help &
Terminology
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77
Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
SLCM_200 Student Lifecycle Management Overview
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
SLCM_200 Student Lifecycle Management Overview
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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
SLCM_200 Student Lifecycle Management Overview
83
SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
SLCM_200 Student Lifecycle Management Overview
84
Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
SLCM_200 Student Lifecycle Management Overview
85
Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
SLCM_200 Student Lifecycle Management Overview
86
Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
SLCM_200 Student Lifecycle Management Overview
87
Slide 55
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
4
SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
6
Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
SLCM_200 Student Lifecycle Management Overview
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
12
Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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
SLCM_200 Student Lifecycle Management Overview
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Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
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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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
SLCM_200 Student Lifecycle Management Overview
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
SLCM_200 Student Lifecycle Management Overview
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
SLCM_200 Student Lifecycle Management Overview
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
SLCM_200 Student Lifecycle Management Overview
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
SLCM_200 Student Lifecycle Management Overview
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
SLCM_200 Student Lifecycle Management Overview
25
PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
SLCM_200 Student Lifecycle Management Overview
26
PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
SLCM_200 Student Lifecycle Management Overview
27
Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
SLCM_200 Student Lifecycle Management Overview
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
SLCM_200 Student Lifecycle Management Overview
29
Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
SLCM_200 Student Lifecycle Management Overview
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
SLCM_200 Student Lifecycle Management Overview
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
SLCM_200 Student Lifecycle Management Overview
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
SLCM_200 Student Lifecycle Management Overview
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
SLCM_200 Student Lifecycle Management Overview
35
Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
SLCM_200 Student Lifecycle Management Overview
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
SLCM_200 Student Lifecycle Management Overview
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
SLCM_200 Student Lifecycle Management Overview
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• To close the data windows, click on Continue or press Enter
SLCM_200 Student Lifecycle Management Overview
46
Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
SLCM_200 Student Lifecycle Management Overview
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
SLCM_200 Student Lifecycle Management Overview
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
SLCM_200 Student Lifecycle Management Overview
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
SLCM_200 Student Lifecycle Management Overview
54
Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
SLCM_200 Student Lifecycle Management Overview
55
Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
SLCM_200 Student Lifecycle Management Overview
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
SLCM_200 Student Lifecycle Management Overview
62
Unit 3
Student
Master Data
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63
Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
SLCM_200 Student Lifecycle Management Overview
64
Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
SLCM_200 Student Lifecycle Management Overview
65
Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
SLCM_200 Student Lifecycle Management Overview
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
SLCM_200 Student Lifecycle Management Overview
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
SLCM_200 Student Lifecycle Management Overview
71
Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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72
Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
SLCM_200 Student Lifecycle Management Overview
73
Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
SLCM_200 Student Lifecycle Management Overview
74
Master Data – myPasscode_AD
• Contains Access and AD user ID information
SLCM_200 Student Lifecycle Management Overview
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
SLCM_200 Student Lifecycle Management Overview
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SLCM Help &
Terminology
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77
Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
SLCM_200 Student Lifecycle Management Overview
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
SLCM_200 Student Lifecycle Management Overview
79
Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
SLCM_200 Student Lifecycle Management Overview
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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81
Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
SLCM_200 Student Lifecycle Management Overview
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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
SLCM_200 Student Lifecycle Management Overview
83
SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
SLCM_200 Student Lifecycle Management Overview
84
Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
SLCM_200 Student Lifecycle Management Overview
85
Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
SLCM_200 Student Lifecycle Management Overview
86
Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
SLCM_200 Student Lifecycle Management Overview
87
Slide 56
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
4
SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
6
Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
SLCM_200 Student Lifecycle Management Overview
9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
SLCM_200 Student Lifecycle Management Overview
11
Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
12
Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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
SLCM_200 Student Lifecycle Management Overview
13
Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
14
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
SLCM_200 Student Lifecycle Management Overview
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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
SLCM_200 Student Lifecycle Management Overview
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
SLCM_200 Student Lifecycle Management Overview
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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84
Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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87
Slide 57
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
4
SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
6
Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
12
Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
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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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
SLCM_200 Student Lifecycle Management Overview
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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20
Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
SLCM_200 Student Lifecycle Management Overview
25
PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
SLCM_200 Student Lifecycle Management Overview
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
SLCM_200 Student Lifecycle Management Overview
28
Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
SLCM_200 Student Lifecycle Management Overview
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
SLCM_200 Student Lifecycle Management Overview
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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87
Slide 58
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 59
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 60
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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77
Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 61
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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84
Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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86
Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
SLCM_200 Student Lifecycle Management Overview
87
Slide 62
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
4
SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
6
Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
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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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
SLCM_200 Student Lifecycle Management Overview
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
SLCM_200 Student Lifecycle Management Overview
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
SLCM_200 Student Lifecycle Management Overview
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
22
Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
SLCM_200 Student Lifecycle Management Overview
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
SLCM_200 Student Lifecycle Management Overview
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
SLCM_200 Student Lifecycle Management Overview
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
SLCM_200 Student Lifecycle Management Overview
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
SLCM_200 Student Lifecycle Management Overview
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• To close the data windows, click on Continue or press Enter
SLCM_200 Student Lifecycle Management Overview
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
SLCM_200 Student Lifecycle Management Overview
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
SLCM_200 Student Lifecycle Management Overview
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
SLCM_200 Student Lifecycle Management Overview
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
SLCM_200 Student Lifecycle Management Overview
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
SLCM_200 Student Lifecycle Management Overview
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
SLCM_200 Student Lifecycle Management Overview
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Unit 3
Student
Master Data
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63
Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
SLCM_200 Student Lifecycle Management Overview
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
SLCM_200 Student Lifecycle Management Overview
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
SLCM_200 Student Lifecycle Management Overview
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
SLCM_200 Student Lifecycle Management Overview
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
SLCM_200 Student Lifecycle Management Overview
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
SLCM_200 Student Lifecycle Management Overview
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
SLCM_200 Student Lifecycle Management Overview
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
SLCM_200 Student Lifecycle Management Overview
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
SLCM_200 Student Lifecycle Management Overview
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
SLCM_200 Student Lifecycle Management Overview
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
SLCM_200 Student Lifecycle Management Overview
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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
SLCM_200 Student Lifecycle Management Overview
83
SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
SLCM_200 Student Lifecycle Management Overview
84
Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
SLCM_200 Student Lifecycle Management Overview
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
SLCM_200 Student Lifecycle Management Overview
87
Slide 63
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
4
SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
6
Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
SLCM_200 Student Lifecycle Management Overview
9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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35
Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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63
Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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77
Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
SLCM_200 Student Lifecycle Management Overview
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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83
SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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84
Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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85
Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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87
Slide 64
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
4
SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
6
Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
SLCM_200 Student Lifecycle Management Overview
9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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11
Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
12
Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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
SLCM_200 Student Lifecycle Management Overview
13
Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
14
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
SLCM_200 Student Lifecycle Management Overview
19
Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
SLCM_200 Student Lifecycle Management Overview
20
Student Services Tab
• Students access their records via the Student Services tab
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21
Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
22
Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 65
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
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Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
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Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
SLCM_200 Student Lifecycle Management Overview
35
Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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87
Slide 66
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
6
Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
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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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
SLCM_200 Student Lifecycle Management Overview
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
SLCM_200 Student Lifecycle Management Overview
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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35
Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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44
Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• To close the data windows, click on Continue or press Enter
SLCM_200 Student Lifecycle Management Overview
46
Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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47
Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 67
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
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Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 68
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
SLCM_200 Student Lifecycle Management Overview
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
SLCM_200 Student Lifecycle Management Overview
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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77
Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 69
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
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Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
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Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
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Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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84
Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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87
Slide 70
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
4
SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
SLCM_200 Student Lifecycle Management Overview
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
12
Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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
SLCM_200 Student Lifecycle Management Overview
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Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
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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
SLCM_200 Student Lifecycle Management Overview
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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
SLCM_200 Student Lifecycle Management Overview
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
SLCM_200 Student Lifecycle Management Overview
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
SLCM_200 Student Lifecycle Management Overview
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
SLCM_200 Student Lifecycle Management Overview
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
SLCM_200 Student Lifecycle Management Overview
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
SLCM_200 Student Lifecycle Management Overview
25
PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
SLCM_200 Student Lifecycle Management Overview
26
PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
SLCM_200 Student Lifecycle Management Overview
27
Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
SLCM_200 Student Lifecycle Management Overview
28
Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
SLCM_200 Student Lifecycle Management Overview
29
Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
SLCM_200 Student Lifecycle Management Overview
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
SLCM_200 Student Lifecycle Management Overview
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
SLCM_200 Student Lifecycle Management Overview
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
SLCM_200 Student Lifecycle Management Overview
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
SLCM_200 Student Lifecycle Management Overview
34
Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
SLCM_200 Student Lifecycle Management Overview
35
Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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36
PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
SLCM_200 Student Lifecycle Management Overview
42
Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• To close the data windows, click on Continue or press Enter
SLCM_200 Student Lifecycle Management Overview
46
Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
SLCM_200 Student Lifecycle Management Overview
47
Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
SLCM_200 Student Lifecycle Management Overview
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
SLCM_200 Student Lifecycle Management Overview
49
Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
SLCM_200 Student Lifecycle Management Overview
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
SLCM_200 Student Lifecycle Management Overview
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
SLCM_200 Student Lifecycle Management Overview
54
Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
SLCM_200 Student Lifecycle Management Overview
55
Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
SLCM_200 Student Lifecycle Management Overview
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
SLCM_200 Student Lifecycle Management Overview
62
Unit 3
Student
Master Data
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63
Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
SLCM_200 Student Lifecycle Management Overview
64
Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
SLCM_200 Student Lifecycle Management Overview
65
Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
SLCM_200 Student Lifecycle Management Overview
66
Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
SLCM_200 Student Lifecycle Management Overview
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
SLCM_200 Student Lifecycle Management Overview
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
SLCM_200 Student Lifecycle Management Overview
71
Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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72
Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
SLCM_200 Student Lifecycle Management Overview
73
Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
SLCM_200 Student Lifecycle Management Overview
74
Master Data – myPasscode_AD
• Contains Access and AD user ID information
SLCM_200 Student Lifecycle Management Overview
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
SLCM_200 Student Lifecycle Management Overview
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SLCM Help &
Terminology
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77
Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
SLCM_200 Student Lifecycle Management Overview
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
SLCM_200 Student Lifecycle Management Overview
79
Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
SLCM_200 Student Lifecycle Management Overview
80
Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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81
Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
SLCM_200 Student Lifecycle Management Overview
82
SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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
SLCM_200 Student Lifecycle Management Overview
83
SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
SLCM_200 Student Lifecycle Management Overview
84
Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
SLCM_200 Student Lifecycle Management Overview
85
Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
SLCM_200 Student Lifecycle Management Overview
86
Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
SLCM_200 Student Lifecycle Management Overview
87
Slide 71
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
4
SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
6
Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
SLCM_200 Student Lifecycle Management Overview
9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
SLCM_200 Student Lifecycle Management Overview
11
Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
12
Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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87
Slide 72
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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25
PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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26
PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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87
Slide 73
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
6
Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
SLCM_200 Student Lifecycle Management Overview
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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35
Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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39
PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 74
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 75
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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73
Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 76
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
4
SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
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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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
SLCM_200 Student Lifecycle Management Overview
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
SLCM_200 Student Lifecycle Management Overview
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
SLCM_200 Student Lifecycle Management Overview
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
SLCM_200 Student Lifecycle Management Overview
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
SLCM_200 Student Lifecycle Management Overview
28
Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
SLCM_200 Student Lifecycle Management Overview
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
SLCM_200 Student Lifecycle Management Overview
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
SLCM_200 Student Lifecycle Management Overview
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
SLCM_200 Student Lifecycle Management Overview
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
SLCM_200 Student Lifecycle Management Overview
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
SLCM_200 Student Lifecycle Management Overview
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• To close the data windows, click on Continue or press Enter
SLCM_200 Student Lifecycle Management Overview
46
Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
SLCM_200 Student Lifecycle Management Overview
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
SLCM_200 Student Lifecycle Management Overview
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
SLCM_200 Student Lifecycle Management Overview
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
SLCM_200 Student Lifecycle Management Overview
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
SLCM_200 Student Lifecycle Management Overview
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
SLCM_200 Student Lifecycle Management Overview
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
SLCM_200 Student Lifecycle Management Overview
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
SLCM_200 Student Lifecycle Management Overview
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Unit 3
Student
Master Data
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63
Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
SLCM_200 Student Lifecycle Management Overview
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
SLCM_200 Student Lifecycle Management Overview
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
SLCM_200 Student Lifecycle Management Overview
66
Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
SLCM_200 Student Lifecycle Management Overview
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
SLCM_200 Student Lifecycle Management Overview
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
SLCM_200 Student Lifecycle Management Overview
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
SLCM_200 Student Lifecycle Management Overview
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SLCM Help &
Terminology
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77
Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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
SLCM_200 Student Lifecycle Management Overview
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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 77
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
4
SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
6
Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
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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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
SLCM_200 Student Lifecycle Management Overview
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
SLCM_200 Student Lifecycle Management Overview
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
SLCM_200 Student Lifecycle Management Overview
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
22
Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
SLCM_200 Student Lifecycle Management Overview
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
SLCM_200 Student Lifecycle Management Overview
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
SLCM_200 Student Lifecycle Management Overview
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
SLCM_200 Student Lifecycle Management Overview
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• To close the data windows, click on Continue or press Enter
SLCM_200 Student Lifecycle Management Overview
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
SLCM_200 Student Lifecycle Management Overview
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
SLCM_200 Student Lifecycle Management Overview
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
SLCM_200 Student Lifecycle Management Overview
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
SLCM_200 Student Lifecycle Management Overview
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
SLCM_200 Student Lifecycle Management Overview
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Unit 3
Student
Master Data
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63
Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
SLCM_200 Student Lifecycle Management Overview
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
SLCM_200 Student Lifecycle Management Overview
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
SLCM_200 Student Lifecycle Management Overview
66
Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
SLCM_200 Student Lifecycle Management Overview
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
SLCM_200 Student Lifecycle Management Overview
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
SLCM_200 Student Lifecycle Management Overview
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
SLCM_200 Student Lifecycle Management Overview
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
SLCM_200 Student Lifecycle Management Overview
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SLCM Help &
Terminology
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77
Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
SLCM_200 Student Lifecycle Management Overview
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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
SLCM_200 Student Lifecycle Management Overview
83
SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
SLCM_200 Student Lifecycle Management Overview
84
Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
SLCM_200 Student Lifecycle Management Overview
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
SLCM_200 Student Lifecycle Management Overview
86
Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
SLCM_200 Student Lifecycle Management Overview
87
Slide 78
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
4
SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
6
Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
SLCM_200 Student Lifecycle Management Overview
9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
SLCM_200 Student Lifecycle Management Overview
11
Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
12
Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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
SLCM_200 Student Lifecycle Management Overview
13
Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
14
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
SLCM_200 Student Lifecycle Management Overview
15
Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
SLCM_200 Student Lifecycle Management Overview
16
Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
SLCM_200 Student Lifecycle Management Overview
17
Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
SLCM_200 Student Lifecycle Management Overview
18
Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
SLCM_200 Student Lifecycle Management Overview
19
Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
SLCM_200 Student Lifecycle Management Overview
20
Student Services Tab
• Students access their records via the Student Services tab
SLCM_200 Student Lifecycle Management Overview
21
Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
22
Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
SLCM_200 Student Lifecycle Management Overview
23
Unit 2
Student File
SLCM_200 Student Lifecycle Management Overview
24
Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
SLCM_200 Student Lifecycle Management Overview
25
PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
SLCM_200 Student Lifecycle Management Overview
26
PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
SLCM_200 Student Lifecycle Management Overview
27
Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
SLCM_200 Student Lifecycle Management Overview
28
Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
SLCM_200 Student Lifecycle Management Overview
29
Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
SLCM_200 Student Lifecycle Management Overview
30
FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
SLCM_200 Student Lifecycle Management Overview
31
Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
SLCM_200 Student Lifecycle Management Overview
32
Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
SLCM_200 Student Lifecycle Management Overview
33
High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
SLCM_200 Student Lifecycle Management Overview
34
Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
SLCM_200 Student Lifecycle Management Overview
35
Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
SLCM_200 Student Lifecycle Management Overview
36
PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
SLCM_200 Student Lifecycle Management Overview
37
PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
SLCM_200 Student Lifecycle Management Overview
38
PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
SLCM_200 Student Lifecycle Management Overview
39
PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
SLCM_200 Student Lifecycle Management Overview
40
Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
SLCM_200 Student Lifecycle Management Overview
41
Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
SLCM_200 Student Lifecycle Management Overview
42
Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
SLCM_200 Student Lifecycle Management Overview
43
Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
SLCM_200 Student Lifecycle Management Overview
44
Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
SLCM_200 Student Lifecycle Management Overview
45
Student File - Holds
• To close the data windows, click on Continue or press Enter
SLCM_200 Student Lifecycle Management Overview
46
Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
SLCM_200 Student Lifecycle Management Overview
47
Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
SLCM_200 Student Lifecycle Management Overview
48
Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
SLCM_200 Student Lifecycle Management Overview
49
Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
SLCM_200 Student Lifecycle Management Overview
50
Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
SLCM_200 Student Lifecycle Management Overview
51
Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
SLCM_200 Student Lifecycle Management Overview
52
Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
SLCM_200 Student Lifecycle Management Overview
53
Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
SLCM_200 Student Lifecycle Management Overview
54
Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
SLCM_200 Student Lifecycle Management Overview
55
Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
SLCM_200 Student Lifecycle Management Overview
56
Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
SLCM_200 Student Lifecycle Management Overview
57
Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
SLCM_200 Student Lifecycle Management Overview
58
Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
SLCM_200 Student Lifecycle Management Overview
59
Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
SLCM_200 Student Lifecycle Management Overview
60
Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
SLCM_200 Student Lifecycle Management Overview
61
Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
SLCM_200 Student Lifecycle Management Overview
62
Unit 3
Student
Master Data
SLCM_200 Student Lifecycle Management Overview
63
Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
SLCM_200 Student Lifecycle Management Overview
64
Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
SLCM_200 Student Lifecycle Management Overview
65
Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
SLCM_200 Student Lifecycle Management Overview
66
Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
SLCM_200 Student Lifecycle Management Overview
67
Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
SLCM_200 Student Lifecycle Management Overview
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
SLCM_200 Student Lifecycle Management Overview
69
Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
SLCM_200 Student Lifecycle Management Overview
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
SLCM_200 Student Lifecycle Management Overview
71
Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
SLCM_200 Student Lifecycle Management Overview
72
Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
SLCM_200 Student Lifecycle Management Overview
73
Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
SLCM_200 Student Lifecycle Management Overview
74
Master Data – myPasscode_AD
• Contains Access and AD user ID information
SLCM_200 Student Lifecycle Management Overview
75
Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
SLCM_200 Student Lifecycle Management Overview
76
SLCM Help &
Terminology
SLCM_200 Student Lifecycle Management Overview
77
Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
SLCM_200 Student Lifecycle Management Overview
78
Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
SLCM_200 Student Lifecycle Management Overview
79
Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
SLCM_200 Student Lifecycle Management Overview
80
Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
SLCM_200 Student Lifecycle Management Overview
81
Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
SLCM_200 Student Lifecycle Management Overview
82
SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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
SLCM_200 Student Lifecycle Management Overview
83
SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
SLCM_200 Student Lifecycle Management Overview
84
Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
SLCM_200 Student Lifecycle Management Overview
85
Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
SLCM_200 Student Lifecycle Management Overview
86
Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
SLCM_200 Student Lifecycle Management Overview
87
Slide 79
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
4
SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
6
Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
SLCM_200 Student Lifecycle Management Overview
9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
SLCM_200 Student Lifecycle Management Overview
11
Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
12
Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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
SLCM_200 Student Lifecycle Management Overview
13
Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
14
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
SLCM_200 Student Lifecycle Management Overview
15
Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
SLCM_200 Student Lifecycle Management Overview
16
Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
SLCM_200 Student Lifecycle Management Overview
17
Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
SLCM_200 Student Lifecycle Management Overview
18
Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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87
Slide 80
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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25
PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
SLCM_200 Student Lifecycle Management Overview
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 81
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 82
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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63
Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 83
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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77
Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 84
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
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Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
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Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
SLCM_200 Student Lifecycle Management Overview
84
Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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87
Slide 85
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
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Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
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Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
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Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
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Italics = Optional
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myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 86
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
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Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
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Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
SLCM_200 Student Lifecycle Management Overview
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
SLCM_200 Student Lifecycle Management Overview
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
SLCM_200 Student Lifecycle Management Overview
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
SLCM_200 Student Lifecycle Management Overview
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
SLCM_200 Student Lifecycle Management Overview
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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49
Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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63
Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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64
Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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74
Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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77
Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
SLCM_200 Student Lifecycle Management Overview
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
SLCM_200 Student Lifecycle Management Overview
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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
SLCM_200 Student Lifecycle Management Overview
83
SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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84
Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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85
Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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86
Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
SLCM_200 Student Lifecycle Management Overview
87
Slide 87
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
4
SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
6
Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
SLCM_200 Student Lifecycle Management Overview
9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
SLCM_200 Student Lifecycle Management Overview
11
Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
12
Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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
SLCM_200 Student Lifecycle Management Overview
13
Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
14
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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15
Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
SLCM_200 Student Lifecycle Management Overview
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
SLCM_200 Student Lifecycle Management Overview
19
Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
SLCM_200 Student Lifecycle Management Overview
20
Student Services Tab
• Students access their records via the Student Services tab
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21
Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
22
Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
SLCM_200 Student Lifecycle Management Overview
23
Unit 2
Student File
SLCM_200 Student Lifecycle Management Overview
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
SLCM_200 Student Lifecycle Management Overview
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 2
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
6
Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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13
Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
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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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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46
Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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47
Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 3
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 4
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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63
Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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77
Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
SLCM_200 Student Lifecycle Management Overview
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 5
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
4
SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
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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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
SLCM_200 Student Lifecycle Management Overview
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
SLCM_200 Student Lifecycle Management Overview
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
SLCM_200 Student Lifecycle Management Overview
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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46
Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
SLCM_200 Student Lifecycle Management Overview
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
SLCM_200 Student Lifecycle Management Overview
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
SLCM_200 Student Lifecycle Management Overview
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
SLCM_200 Student Lifecycle Management Overview
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Unit 3
Student
Master Data
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63
Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
SLCM_200 Student Lifecycle Management Overview
64
Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
SLCM_200 Student Lifecycle Management Overview
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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66
Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
SLCM_200 Student Lifecycle Management Overview
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
SLCM_200 Student Lifecycle Management Overview
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
SLCM_200 Student Lifecycle Management Overview
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
SLCM_200 Student Lifecycle Management Overview
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
SLCM_200 Student Lifecycle Management Overview
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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
SLCM_200 Student Lifecycle Management Overview
83
SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
SLCM_200 Student Lifecycle Management Overview
84
Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
SLCM_200 Student Lifecycle Management Overview
85
Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
SLCM_200 Student Lifecycle Management Overview
86
Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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87
Slide 6
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
4
SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
6
Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
SLCM_200 Student Lifecycle Management Overview
9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
12
Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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
SLCM_200 Student Lifecycle Management Overview
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Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
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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
SLCM_200 Student Lifecycle Management Overview
15
Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
SLCM_200 Student Lifecycle Management Overview
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
SLCM_200 Student Lifecycle Management Overview
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
SLCM_200 Student Lifecycle Management Overview
19
Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
SLCM_200 Student Lifecycle Management Overview
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
22
Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
SLCM_200 Student Lifecycle Management Overview
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
SLCM_200 Student Lifecycle Management Overview
25
PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
SLCM_200 Student Lifecycle Management Overview
26
PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
SLCM_200 Student Lifecycle Management Overview
27
Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
SLCM_200 Student Lifecycle Management Overview
28
Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
SLCM_200 Student Lifecycle Management Overview
29
Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
SLCM_200 Student Lifecycle Management Overview
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
SLCM_200 Student Lifecycle Management Overview
31
Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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33
High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
SLCM_200 Student Lifecycle Management Overview
34
Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
SLCM_200 Student Lifecycle Management Overview
35
Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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36
PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
SLCM_200 Student Lifecycle Management Overview
37
PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
SLCM_200 Student Lifecycle Management Overview
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
SLCM_200 Student Lifecycle Management Overview
39
PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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40
Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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41
Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
SLCM_200 Student Lifecycle Management Overview
42
Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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46
Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
SLCM_200 Student Lifecycle Management Overview
47
Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
SLCM_200 Student Lifecycle Management Overview
49
Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
SLCM_200 Student Lifecycle Management Overview
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
SLCM_200 Student Lifecycle Management Overview
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
SLCM_200 Student Lifecycle Management Overview
53
Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
SLCM_200 Student Lifecycle Management Overview
54
Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
SLCM_200 Student Lifecycle Management Overview
55
Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
SLCM_200 Student Lifecycle Management Overview
56
Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
SLCM_200 Student Lifecycle Management Overview
57
Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
SLCM_200 Student Lifecycle Management Overview
62
Unit 3
Student
Master Data
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63
Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
SLCM_200 Student Lifecycle Management Overview
64
Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
SLCM_200 Student Lifecycle Management Overview
65
Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
SLCM_200 Student Lifecycle Management Overview
66
Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
SLCM_200 Student Lifecycle Management Overview
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
SLCM_200 Student Lifecycle Management Overview
71
Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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72
Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
SLCM_200 Student Lifecycle Management Overview
73
Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
SLCM_200 Student Lifecycle Management Overview
74
Master Data – myPasscode_AD
• Contains Access and AD user ID information
SLCM_200 Student Lifecycle Management Overview
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
SLCM_200 Student Lifecycle Management Overview
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SLCM Help &
Terminology
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77
Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
SLCM_200 Student Lifecycle Management Overview
78
Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
SLCM_200 Student Lifecycle Management Overview
79
Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
SLCM_200 Student Lifecycle Management Overview
80
Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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81
Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
SLCM_200 Student Lifecycle Management Overview
82
SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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
SLCM_200 Student Lifecycle Management Overview
83
SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
SLCM_200 Student Lifecycle Management Overview
84
Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
SLCM_200 Student Lifecycle Management Overview
85
Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
SLCM_200 Student Lifecycle Management Overview
86
Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
SLCM_200 Student Lifecycle Management Overview
87
Slide 7
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
4
SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
6
Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
SLCM_200 Student Lifecycle Management Overview
9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
SLCM_200 Student Lifecycle Management Overview
11
Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
12
Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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
SLCM_200 Student Lifecycle Management Overview
13
Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
14
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
SLCM_200 Student Lifecycle Management Overview
15
Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 8
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
SLCM_200 Student Lifecycle Management Overview
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 9
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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39
PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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41
Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 10
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 11
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 12
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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77
Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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84
Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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86
Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
SLCM_200 Student Lifecycle Management Overview
87
Slide 13
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
4
SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
6
Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
12
Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
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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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
SLCM_200 Student Lifecycle Management Overview
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
SLCM_200 Student Lifecycle Management Overview
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
22
Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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25
PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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28
Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
SLCM_200 Student Lifecycle Management Overview
31
Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
SLCM_200 Student Lifecycle Management Overview
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
SLCM_200 Student Lifecycle Management Overview
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
SLCM_200 Student Lifecycle Management Overview
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
SLCM_200 Student Lifecycle Management Overview
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
SLCM_200 Student Lifecycle Management Overview
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Unit 3
Student
Master Data
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63
Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
SLCM_200 Student Lifecycle Management Overview
64
Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
SLCM_200 Student Lifecycle Management Overview
65
Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
SLCM_200 Student Lifecycle Management Overview
66
Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
SLCM_200 Student Lifecycle Management Overview
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
SLCM_200 Student Lifecycle Management Overview
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
SLCM_200 Student Lifecycle Management Overview
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
SLCM_200 Student Lifecycle Management Overview
74
Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
SLCM_200 Student Lifecycle Management Overview
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SLCM Help &
Terminology
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77
Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
SLCM_200 Student Lifecycle Management Overview
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
SLCM_200 Student Lifecycle Management Overview
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
SLCM_200 Student Lifecycle Management Overview
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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
SLCM_200 Student Lifecycle Management Overview
83
SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
SLCM_200 Student Lifecycle Management Overview
84
Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
SLCM_200 Student Lifecycle Management Overview
85
Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
SLCM_200 Student Lifecycle Management Overview
86
Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
SLCM_200 Student Lifecycle Management Overview
87
Slide 14
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
4
SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
6
Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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35
Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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63
Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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77
Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
SLCM_200 Student Lifecycle Management Overview
79
Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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83
SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
SLCM_200 Student Lifecycle Management Overview
84
Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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85
Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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86
Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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87
Slide 15
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
4
SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
6
Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
SLCM_200 Student Lifecycle Management Overview
9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
SLCM_200 Student Lifecycle Management Overview
11
Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
12
Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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
SLCM_200 Student Lifecycle Management Overview
13
Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
14
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
SLCM_200 Student Lifecycle Management Overview
19
Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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20
Student Services Tab
• Students access their records via the Student Services tab
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21
Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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87
Slide 16
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
6
Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 17
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
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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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
SLCM_200 Student Lifecycle Management Overview
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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35
Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
SLCM_200 Student Lifecycle Management Overview
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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47
Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 18
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
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Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 19
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
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Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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77
Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 20
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
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Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
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Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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84
Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 21
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
SLCM_200 Student Lifecycle Management Overview
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
12
Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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
SLCM_200 Student Lifecycle Management Overview
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Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
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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
SLCM_200 Student Lifecycle Management Overview
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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
SLCM_200 Student Lifecycle Management Overview
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
SLCM_200 Student Lifecycle Management Overview
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
SLCM_200 Student Lifecycle Management Overview
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
SLCM_200 Student Lifecycle Management Overview
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
22
Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
SLCM_200 Student Lifecycle Management Overview
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Unit 2
Student File
SLCM_200 Student Lifecycle Management Overview
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
SLCM_200 Student Lifecycle Management Overview
25
PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
SLCM_200 Student Lifecycle Management Overview
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
SLCM_200 Student Lifecycle Management Overview
27
Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
SLCM_200 Student Lifecycle Management Overview
28
Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
SLCM_200 Student Lifecycle Management Overview
29
Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
SLCM_200 Student Lifecycle Management Overview
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
SLCM_200 Student Lifecycle Management Overview
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
SLCM_200 Student Lifecycle Management Overview
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
SLCM_200 Student Lifecycle Management Overview
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
SLCM_200 Student Lifecycle Management Overview
35
Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
SLCM_200 Student Lifecycle Management Overview
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• To close the data windows, click on Continue or press Enter
SLCM_200 Student Lifecycle Management Overview
46
Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
SLCM_200 Student Lifecycle Management Overview
47
Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
SLCM_200 Student Lifecycle Management Overview
49
Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
SLCM_200 Student Lifecycle Management Overview
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
SLCM_200 Student Lifecycle Management Overview
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
SLCM_200 Student Lifecycle Management Overview
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
SLCM_200 Student Lifecycle Management Overview
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
SLCM_200 Student Lifecycle Management Overview
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Unit 3
Student
Master Data
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63
Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
SLCM_200 Student Lifecycle Management Overview
64
Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
SLCM_200 Student Lifecycle Management Overview
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
SLCM_200 Student Lifecycle Management Overview
66
Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
SLCM_200 Student Lifecycle Management Overview
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
SLCM_200 Student Lifecycle Management Overview
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
SLCM_200 Student Lifecycle Management Overview
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
SLCM_200 Student Lifecycle Management Overview
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
SLCM_200 Student Lifecycle Management Overview
74
Master Data – myPasscode_AD
• Contains Access and AD user ID information
SLCM_200 Student Lifecycle Management Overview
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
SLCM_200 Student Lifecycle Management Overview
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SLCM Help &
Terminology
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77
Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
SLCM_200 Student Lifecycle Management Overview
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
SLCM_200 Student Lifecycle Management Overview
79
Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
SLCM_200 Student Lifecycle Management Overview
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
SLCM_200 Student Lifecycle Management Overview
82
SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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
SLCM_200 Student Lifecycle Management Overview
83
SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
SLCM_200 Student Lifecycle Management Overview
84
Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
SLCM_200 Student Lifecycle Management Overview
85
Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
SLCM_200 Student Lifecycle Management Overview
86
Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
SLCM_200 Student Lifecycle Management Overview
87
Slide 22
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
4
SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
6
Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
SLCM_200 Student Lifecycle Management Overview
9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
SLCM_200 Student Lifecycle Management Overview
11
Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
12
Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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87
Slide 23
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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12
Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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25
PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 24
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
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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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
SLCM_200 Student Lifecycle Management Overview
19
Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
SLCM_200 Student Lifecycle Management Overview
20
Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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28
Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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32
Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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33
High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
SLCM_200 Student Lifecycle Management Overview
34
Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
SLCM_200 Student Lifecycle Management Overview
35
Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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36
PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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37
PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 25
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
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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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
SLCM_200 Student Lifecycle Management Overview
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• To close the data windows, click on Continue or press Enter
SLCM_200 Student Lifecycle Management Overview
46
Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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47
Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
SLCM_200 Student Lifecycle Management Overview
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 26
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 27
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
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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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
SLCM_200 Student Lifecycle Management Overview
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
SLCM_200 Student Lifecycle Management Overview
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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63
Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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77
Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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
SLCM_200 Student Lifecycle Management Overview
83
SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
SLCM_200 Student Lifecycle Management Overview
84
Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
SLCM_200 Student Lifecycle Management Overview
85
Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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87
Slide 28
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
4
SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
6
Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
SLCM_200 Student Lifecycle Management Overview
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Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
12
Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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
SLCM_200 Student Lifecycle Management Overview
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Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
14
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
SLCM_200 Student Lifecycle Management Overview
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
SLCM_200 Student Lifecycle Management Overview
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
SLCM_200 Student Lifecycle Management Overview
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
SLCM_200 Student Lifecycle Management Overview
19
Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
SLCM_200 Student Lifecycle Management Overview
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Student Services Tab
• Students access their records via the Student Services tab
SLCM_200 Student Lifecycle Management Overview
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
22
Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
SLCM_200 Student Lifecycle Management Overview
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Unit 2
Student File
SLCM_200 Student Lifecycle Management Overview
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
SLCM_200 Student Lifecycle Management Overview
25
PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
SLCM_200 Student Lifecycle Management Overview
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
SLCM_200 Student Lifecycle Management Overview
27
Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
SLCM_200 Student Lifecycle Management Overview
28
Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
SLCM_200 Student Lifecycle Management Overview
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
SLCM_200 Student Lifecycle Management Overview
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
SLCM_200 Student Lifecycle Management Overview
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
SLCM_200 Student Lifecycle Management Overview
33
High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
SLCM_200 Student Lifecycle Management Overview
34
Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
SLCM_200 Student Lifecycle Management Overview
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
SLCM_200 Student Lifecycle Management Overview
37
PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
SLCM_200 Student Lifecycle Management Overview
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
SLCM_200 Student Lifecycle Management Overview
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
SLCM_200 Student Lifecycle Management Overview
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
SLCM_200 Student Lifecycle Management Overview
41
Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
SLCM_200 Student Lifecycle Management Overview
42
Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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44
Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• To close the data windows, click on Continue or press Enter
SLCM_200 Student Lifecycle Management Overview
46
Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
SLCM_200 Student Lifecycle Management Overview
47
Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
SLCM_200 Student Lifecycle Management Overview
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
SLCM_200 Student Lifecycle Management Overview
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
SLCM_200 Student Lifecycle Management Overview
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
SLCM_200 Student Lifecycle Management Overview
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
SLCM_200 Student Lifecycle Management Overview
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Unit 3
Student
Master Data
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63
Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
SLCM_200 Student Lifecycle Management Overview
64
Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
SLCM_200 Student Lifecycle Management Overview
65
Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
SLCM_200 Student Lifecycle Management Overview
66
Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
SLCM_200 Student Lifecycle Management Overview
67
Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
SLCM_200 Student Lifecycle Management Overview
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
SLCM_200 Student Lifecycle Management Overview
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
SLCM_200 Student Lifecycle Management Overview
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
SLCM_200 Student Lifecycle Management Overview
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
SLCM_200 Student Lifecycle Management Overview
74
Master Data – myPasscode_AD
• Contains Access and AD user ID information
SLCM_200 Student Lifecycle Management Overview
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
SLCM_200 Student Lifecycle Management Overview
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SLCM Help &
Terminology
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77
Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
SLCM_200 Student Lifecycle Management Overview
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
SLCM_200 Student Lifecycle Management Overview
82
SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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
SLCM_200 Student Lifecycle Management Overview
83
SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
SLCM_200 Student Lifecycle Management Overview
84
Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
SLCM_200 Student Lifecycle Management Overview
85
Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
SLCM_200 Student Lifecycle Management Overview
86
Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
SLCM_200 Student Lifecycle Management Overview
87
Slide 29
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
4
SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
6
Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
SLCM_200 Student Lifecycle Management Overview
9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
12
Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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
SLCM_200 Student Lifecycle Management Overview
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Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
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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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15
Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
SLCM_200 Student Lifecycle Management Overview
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
SLCM_200 Student Lifecycle Management Overview
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
SLCM_200 Student Lifecycle Management Overview
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
SLCM_200 Student Lifecycle Management Overview
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
SLCM_200 Student Lifecycle Management Overview
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
SLCM_200 Student Lifecycle Management Overview
25
PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
SLCM_200 Student Lifecycle Management Overview
26
PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
SLCM_200 Student Lifecycle Management Overview
27
Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
SLCM_200 Student Lifecycle Management Overview
28
Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
SLCM_200 Student Lifecycle Management Overview
29
Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
SLCM_200 Student Lifecycle Management Overview
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
SLCM_200 Student Lifecycle Management Overview
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
SLCM_200 Student Lifecycle Management Overview
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
SLCM_200 Student Lifecycle Management Overview
34
Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
SLCM_200 Student Lifecycle Management Overview
35
Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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36
PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
SLCM_200 Student Lifecycle Management Overview
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
SLCM_200 Student Lifecycle Management Overview
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
SLCM_200 Student Lifecycle Management Overview
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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46
Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
SLCM_200 Student Lifecycle Management Overview
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
SLCM_200 Student Lifecycle Management Overview
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
SLCM_200 Student Lifecycle Management Overview
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
SLCM_200 Student Lifecycle Management Overview
53
Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
SLCM_200 Student Lifecycle Management Overview
54
Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
SLCM_200 Student Lifecycle Management Overview
55
Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
SLCM_200 Student Lifecycle Management Overview
62
Unit 3
Student
Master Data
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63
Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
SLCM_200 Student Lifecycle Management Overview
64
Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
SLCM_200 Student Lifecycle Management Overview
65
Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
SLCM_200 Student Lifecycle Management Overview
66
Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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71
Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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72
Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
SLCM_200 Student Lifecycle Management Overview
73
Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
SLCM_200 Student Lifecycle Management Overview
74
Master Data – myPasscode_AD
• Contains Access and AD user ID information
SLCM_200 Student Lifecycle Management Overview
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
SLCM_200 Student Lifecycle Management Overview
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SLCM Help &
Terminology
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77
Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
SLCM_200 Student Lifecycle Management Overview
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
SLCM_200 Student Lifecycle Management Overview
79
Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
SLCM_200 Student Lifecycle Management Overview
80
Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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81
Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
SLCM_200 Student Lifecycle Management Overview
82
SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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
SLCM_200 Student Lifecycle Management Overview
83
SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
SLCM_200 Student Lifecycle Management Overview
84
Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
SLCM_200 Student Lifecycle Management Overview
85
Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
SLCM_200 Student Lifecycle Management Overview
86
Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
SLCM_200 Student Lifecycle Management Overview
87
Slide 30
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
4
SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
6
Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
SLCM_200 Student Lifecycle Management Overview
9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
SLCM_200 Student Lifecycle Management Overview
11
Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
12
Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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
SLCM_200 Student Lifecycle Management Overview
13
Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
14
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
SLCM_200 Student Lifecycle Management Overview
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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
SLCM_200 Student Lifecycle Management Overview
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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84
Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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87
Slide 31
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
4
SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
6
Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
12
Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
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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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
SLCM_200 Student Lifecycle Management Overview
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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20
Student Services Tab
• Students access their records via the Student Services tab
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21
Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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25
PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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26
PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
SLCM_200 Student Lifecycle Management Overview
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
SLCM_200 Student Lifecycle Management Overview
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
SLCM_200 Student Lifecycle Management Overview
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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87
Slide 32
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
SLCM_200 Student Lifecycle Management Overview
20
Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
SLCM_200 Student Lifecycle Management Overview
34
Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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35
Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 33
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
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Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 34
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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77
Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 35
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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84
Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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86
Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
SLCM_200 Student Lifecycle Management Overview
87
Slide 36
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
4
SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
SLCM_200 Student Lifecycle Management Overview
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
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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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
SLCM_200 Student Lifecycle Management Overview
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
SLCM_200 Student Lifecycle Management Overview
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
SLCM_200 Student Lifecycle Management Overview
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
SLCM_200 Student Lifecycle Management Overview
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
SLCM_200 Student Lifecycle Management Overview
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
SLCM_200 Student Lifecycle Management Overview
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
SLCM_200 Student Lifecycle Management Overview
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
SLCM_200 Student Lifecycle Management Overview
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
SLCM_200 Student Lifecycle Management Overview
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• To close the data windows, click on Continue or press Enter
SLCM_200 Student Lifecycle Management Overview
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
SLCM_200 Student Lifecycle Management Overview
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
SLCM_200 Student Lifecycle Management Overview
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
SLCM_200 Student Lifecycle Management Overview
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
SLCM_200 Student Lifecycle Management Overview
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
SLCM_200 Student Lifecycle Management Overview
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
SLCM_200 Student Lifecycle Management Overview
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
SLCM_200 Student Lifecycle Management Overview
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
SLCM_200 Student Lifecycle Management Overview
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
SLCM_200 Student Lifecycle Management Overview
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
SLCM_200 Student Lifecycle Management Overview
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
SLCM_200 Student Lifecycle Management Overview
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
SLCM_200 Student Lifecycle Management Overview
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
SLCM_200 Student Lifecycle Management Overview
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
SLCM_200 Student Lifecycle Management Overview
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
SLCM_200 Student Lifecycle Management Overview
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
SLCM_200 Student Lifecycle Management Overview
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
SLCM_200 Student Lifecycle Management Overview
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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
SLCM_200 Student Lifecycle Management Overview
83
SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
SLCM_200 Student Lifecycle Management Overview
84
Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
SLCM_200 Student Lifecycle Management Overview
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
SLCM_200 Student Lifecycle Management Overview
87
Slide 37
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
4
SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
6
Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
SLCM_200 Student Lifecycle Management Overview
9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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35
Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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63
Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
SLCM_200 Student Lifecycle Management Overview
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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83
SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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84
Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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85
Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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87
Slide 38
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
4
SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
6
Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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11
Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
12
Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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
SLCM_200 Student Lifecycle Management Overview
13
Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
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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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
SLCM_200 Student Lifecycle Management Overview
19
Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
SLCM_200 Student Lifecycle Management Overview
20
Student Services Tab
• Students access their records via the Student Services tab
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21
Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
22
Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 39
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
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Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
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Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
SLCM_200 Student Lifecycle Management Overview
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
SLCM_200 Student Lifecycle Management Overview
35
Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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87
Slide 40
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
6
Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
12
Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
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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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
SLCM_200 Student Lifecycle Management Overview
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
SLCM_200 Student Lifecycle Management Overview
20
Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
22
Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
SLCM_200 Student Lifecycle Management Overview
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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35
Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
SLCM_200 Student Lifecycle Management Overview
39
PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
SLCM_200 Student Lifecycle Management Overview
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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44
Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• To close the data windows, click on Continue or press Enter
SLCM_200 Student Lifecycle Management Overview
46
Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
SLCM_200 Student Lifecycle Management Overview
47
Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 41
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
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Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 42
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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77
Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 43
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
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Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
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Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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83
SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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84
Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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87
Slide 44
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
4
SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
SLCM_200 Student Lifecycle Management Overview
9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
SLCM_200 Student Lifecycle Management Overview
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Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
12
Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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
SLCM_200 Student Lifecycle Management Overview
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Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
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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
SLCM_200 Student Lifecycle Management Overview
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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
SLCM_200 Student Lifecycle Management Overview
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
SLCM_200 Student Lifecycle Management Overview
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
SLCM_200 Student Lifecycle Management Overview
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
SLCM_200 Student Lifecycle Management Overview
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Student Services Tab
• Students access their records via the Student Services tab
SLCM_200 Student Lifecycle Management Overview
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
22
Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
SLCM_200 Student Lifecycle Management Overview
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Unit 2
Student File
SLCM_200 Student Lifecycle Management Overview
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
SLCM_200 Student Lifecycle Management Overview
25
PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
SLCM_200 Student Lifecycle Management Overview
26
PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
SLCM_200 Student Lifecycle Management Overview
27
Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
SLCM_200 Student Lifecycle Management Overview
28
Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
SLCM_200 Student Lifecycle Management Overview
29
Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
SLCM_200 Student Lifecycle Management Overview
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
SLCM_200 Student Lifecycle Management Overview
31
Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
SLCM_200 Student Lifecycle Management Overview
32
Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
SLCM_200 Student Lifecycle Management Overview
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
SLCM_200 Student Lifecycle Management Overview
34
Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
SLCM_200 Student Lifecycle Management Overview
35
Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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36
PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
SLCM_200 Student Lifecycle Management Overview
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
SLCM_200 Student Lifecycle Management Overview
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
SLCM_200 Student Lifecycle Management Overview
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
SLCM_200 Student Lifecycle Management Overview
42
Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• To close the data windows, click on Continue or press Enter
SLCM_200 Student Lifecycle Management Overview
46
Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
SLCM_200 Student Lifecycle Management Overview
47
Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
SLCM_200 Student Lifecycle Management Overview
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
SLCM_200 Student Lifecycle Management Overview
49
Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
SLCM_200 Student Lifecycle Management Overview
50
Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
SLCM_200 Student Lifecycle Management Overview
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
SLCM_200 Student Lifecycle Management Overview
53
Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
SLCM_200 Student Lifecycle Management Overview
54
Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
SLCM_200 Student Lifecycle Management Overview
55
Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
SLCM_200 Student Lifecycle Management Overview
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
SLCM_200 Student Lifecycle Management Overview
62
Unit 3
Student
Master Data
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63
Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
SLCM_200 Student Lifecycle Management Overview
64
Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
SLCM_200 Student Lifecycle Management Overview
65
Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
SLCM_200 Student Lifecycle Management Overview
66
Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
SLCM_200 Student Lifecycle Management Overview
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
SLCM_200 Student Lifecycle Management Overview
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
SLCM_200 Student Lifecycle Management Overview
71
Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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72
Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
SLCM_200 Student Lifecycle Management Overview
73
Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
SLCM_200 Student Lifecycle Management Overview
74
Master Data – myPasscode_AD
• Contains Access and AD user ID information
SLCM_200 Student Lifecycle Management Overview
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
SLCM_200 Student Lifecycle Management Overview
76
SLCM Help &
Terminology
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77
Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
SLCM_200 Student Lifecycle Management Overview
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
SLCM_200 Student Lifecycle Management Overview
79
Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
SLCM_200 Student Lifecycle Management Overview
80
Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
SLCM_200 Student Lifecycle Management Overview
81
Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
SLCM_200 Student Lifecycle Management Overview
82
SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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
SLCM_200 Student Lifecycle Management Overview
83
SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
SLCM_200 Student Lifecycle Management Overview
84
Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
SLCM_200 Student Lifecycle Management Overview
85
Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
SLCM_200 Student Lifecycle Management Overview
86
Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
SLCM_200 Student Lifecycle Management Overview
87
Slide 45
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
4
SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
6
Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
SLCM_200 Student Lifecycle Management Overview
9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
SLCM_200 Student Lifecycle Management Overview
11
Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
12
Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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87
Slide 46
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
12
Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
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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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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20
Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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24
Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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25
PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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26
PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
SLCM_200 Student Lifecycle Management Overview
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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87
Slide 47
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
4
SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
6
Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
12
Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
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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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
SLCM_200 Student Lifecycle Management Overview
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
SLCM_200 Student Lifecycle Management Overview
20
Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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28
Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
SLCM_200 Student Lifecycle Management Overview
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
SLCM_200 Student Lifecycle Management Overview
34
Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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35
Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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39
PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 48
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 49
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
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Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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73
Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 50
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
4
SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
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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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
SLCM_200 Student Lifecycle Management Overview
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
SLCM_200 Student Lifecycle Management Overview
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
SLCM_200 Student Lifecycle Management Overview
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
SLCM_200 Student Lifecycle Management Overview
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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63
Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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77
Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 51
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
4
SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
6
Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
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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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
SLCM_200 Student Lifecycle Management Overview
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
SLCM_200 Student Lifecycle Management Overview
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
SLCM_200 Student Lifecycle Management Overview
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
SLCM_200 Student Lifecycle Management Overview
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
SLCM_200 Student Lifecycle Management Overview
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
SLCM_200 Student Lifecycle Management Overview
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
SLCM_200 Student Lifecycle Management Overview
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
SLCM_200 Student Lifecycle Management Overview
66
Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
SLCM_200 Student Lifecycle Management Overview
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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
SLCM_200 Student Lifecycle Management Overview
83
SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
SLCM_200 Student Lifecycle Management Overview
84
Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
SLCM_200 Student Lifecycle Management Overview
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
SLCM_200 Student Lifecycle Management Overview
86
Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
SLCM_200 Student Lifecycle Management Overview
87
Slide 52
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
4
SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
6
Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
SLCM_200 Student Lifecycle Management Overview
9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
SLCM_200 Student Lifecycle Management Overview
11
Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
12
Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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
SLCM_200 Student Lifecycle Management Overview
13
Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
14
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
SLCM_200 Student Lifecycle Management Overview
15
Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
SLCM_200 Student Lifecycle Management Overview
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
SLCM_200 Student Lifecycle Management Overview
17
Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
SLCM_200 Student Lifecycle Management Overview
18
Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
SLCM_200 Student Lifecycle Management Overview
19
Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
SLCM_200 Student Lifecycle Management Overview
20
Student Services Tab
• Students access their records via the Student Services tab
SLCM_200 Student Lifecycle Management Overview
21
Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
22
Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
SLCM_200 Student Lifecycle Management Overview
23
Unit 2
Student File
SLCM_200 Student Lifecycle Management Overview
24
Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
SLCM_200 Student Lifecycle Management Overview
25
PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
SLCM_200 Student Lifecycle Management Overview
26
PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
SLCM_200 Student Lifecycle Management Overview
27
Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
SLCM_200 Student Lifecycle Management Overview
28
Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
SLCM_200 Student Lifecycle Management Overview
29
Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
SLCM_200 Student Lifecycle Management Overview
30
FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
SLCM_200 Student Lifecycle Management Overview
31
Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
SLCM_200 Student Lifecycle Management Overview
32
Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
SLCM_200 Student Lifecycle Management Overview
33
High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
SLCM_200 Student Lifecycle Management Overview
34
Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
SLCM_200 Student Lifecycle Management Overview
35
Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
SLCM_200 Student Lifecycle Management Overview
36
PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
SLCM_200 Student Lifecycle Management Overview
37
PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
SLCM_200 Student Lifecycle Management Overview
38
PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
SLCM_200 Student Lifecycle Management Overview
39
PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
SLCM_200 Student Lifecycle Management Overview
40
Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
SLCM_200 Student Lifecycle Management Overview
41
Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
SLCM_200 Student Lifecycle Management Overview
42
Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
SLCM_200 Student Lifecycle Management Overview
43
Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
SLCM_200 Student Lifecycle Management Overview
44
Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
SLCM_200 Student Lifecycle Management Overview
45
Student File - Holds
• To close the data windows, click on Continue or press Enter
SLCM_200 Student Lifecycle Management Overview
46
Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
SLCM_200 Student Lifecycle Management Overview
47
Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
SLCM_200 Student Lifecycle Management Overview
48
Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
SLCM_200 Student Lifecycle Management Overview
49
Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
SLCM_200 Student Lifecycle Management Overview
50
Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
SLCM_200 Student Lifecycle Management Overview
52
Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
SLCM_200 Student Lifecycle Management Overview
53
Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
SLCM_200 Student Lifecycle Management Overview
54
Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
SLCM_200 Student Lifecycle Management Overview
55
Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
SLCM_200 Student Lifecycle Management Overview
56
Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
SLCM_200 Student Lifecycle Management Overview
57
Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
SLCM_200 Student Lifecycle Management Overview
58
Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
SLCM_200 Student Lifecycle Management Overview
59
Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
SLCM_200 Student Lifecycle Management Overview
60
Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
SLCM_200 Student Lifecycle Management Overview
61
Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
SLCM_200 Student Lifecycle Management Overview
62
Unit 3
Student
Master Data
SLCM_200 Student Lifecycle Management Overview
63
Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
SLCM_200 Student Lifecycle Management Overview
64
Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
SLCM_200 Student Lifecycle Management Overview
65
Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
SLCM_200 Student Lifecycle Management Overview
66
Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
SLCM_200 Student Lifecycle Management Overview
67
Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
SLCM_200 Student Lifecycle Management Overview
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
SLCM_200 Student Lifecycle Management Overview
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
SLCM_200 Student Lifecycle Management Overview
71
Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
SLCM_200 Student Lifecycle Management Overview
72
Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
SLCM_200 Student Lifecycle Management Overview
73
Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
SLCM_200 Student Lifecycle Management Overview
74
Master Data – myPasscode_AD
• Contains Access and AD user ID information
SLCM_200 Student Lifecycle Management Overview
75
Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
SLCM_200 Student Lifecycle Management Overview
76
SLCM Help &
Terminology
SLCM_200 Student Lifecycle Management Overview
77
Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
SLCM_200 Student Lifecycle Management Overview
78
Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
SLCM_200 Student Lifecycle Management Overview
79
Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
SLCM_200 Student Lifecycle Management Overview
80
Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
SLCM_200 Student Lifecycle Management Overview
81
Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
SLCM_200 Student Lifecycle Management Overview
82
SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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
SLCM_200 Student Lifecycle Management Overview
83
SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
SLCM_200 Student Lifecycle Management Overview
84
Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
SLCM_200 Student Lifecycle Management Overview
85
Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
SLCM_200 Student Lifecycle Management Overview
86
Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
SLCM_200 Student Lifecycle Management Overview
87
Slide 53
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
4
SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
6
Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
SLCM_200 Student Lifecycle Management Overview
9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
SLCM_200 Student Lifecycle Management Overview
11
Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
12
Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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
SLCM_200 Student Lifecycle Management Overview
13
Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
14
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
SLCM_200 Student Lifecycle Management Overview
15
Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
SLCM_200 Student Lifecycle Management Overview
16
Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
SLCM_200 Student Lifecycle Management Overview
17
Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
SLCM_200 Student Lifecycle Management Overview
18
Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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87
Slide 54
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
6
Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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87
Slide 55
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 56
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
SLCM_200 Student Lifecycle Management Overview
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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63
Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 57
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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77
Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 58
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
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Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
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Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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84
Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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87
Slide 59
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
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Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
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Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
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Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
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Italics = Optional
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myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 60
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
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Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
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Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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11
Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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35
Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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63
Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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64
Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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77
Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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83
SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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84
Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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85
Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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87
Slide 61
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
4
SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
6
Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
SLCM_200 Student Lifecycle Management Overview
9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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11
Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
12
Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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
SLCM_200 Student Lifecycle Management Overview
13
Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
14
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
SLCM_200 Student Lifecycle Management Overview
19
Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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20
Student Services Tab
• Students access their records via the Student Services tab
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21
Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
22
Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
SLCM_200 Student Lifecycle Management Overview
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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87
Slide 62
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
SLCM_200 Student Lifecycle Management Overview
20
Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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24
Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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25
PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
SLCM_200 Student Lifecycle Management Overview
28
Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
SLCM_200 Student Lifecycle Management Overview
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
SLCM_200 Student Lifecycle Management Overview
32
Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
SLCM_200 Student Lifecycle Management Overview
33
High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
SLCM_200 Student Lifecycle Management Overview
34
Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
SLCM_200 Student Lifecycle Management Overview
35
Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
SLCM_200 Student Lifecycle Management Overview
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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87
Slide 63
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
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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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
SLCM_200 Student Lifecycle Management Overview
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
SLCM_200 Student Lifecycle Management Overview
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• To close the data windows, click on Continue or press Enter
SLCM_200 Student Lifecycle Management Overview
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 64
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 65
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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77
Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 66
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
4
SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
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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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
SLCM_200 Student Lifecycle Management Overview
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
SLCM_200 Student Lifecycle Management Overview
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
SLCM_200 Student Lifecycle Management Overview
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
SLCM_200 Student Lifecycle Management Overview
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Unit 3
Student
Master Data
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63
Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
SLCM_200 Student Lifecycle Management Overview
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
SLCM_200 Student Lifecycle Management Overview
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
SLCM_200 Student Lifecycle Management Overview
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
SLCM_200 Student Lifecycle Management Overview
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
SLCM_200 Student Lifecycle Management Overview
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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
SLCM_200 Student Lifecycle Management Overview
83
SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
SLCM_200 Student Lifecycle Management Overview
84
Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
SLCM_200 Student Lifecycle Management Overview
85
Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
SLCM_200 Student Lifecycle Management Overview
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
SLCM_200 Student Lifecycle Management Overview
87
Slide 67
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
4
SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
6
Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
SLCM_200 Student Lifecycle Management Overview
9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
12
Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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
SLCM_200 Student Lifecycle Management Overview
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Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
14
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
SLCM_200 Student Lifecycle Management Overview
15
Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
SLCM_200 Student Lifecycle Management Overview
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
SLCM_200 Student Lifecycle Management Overview
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
SLCM_200 Student Lifecycle Management Overview
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
SLCM_200 Student Lifecycle Management Overview
19
Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
SLCM_200 Student Lifecycle Management Overview
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
22
Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
SLCM_200 Student Lifecycle Management Overview
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
SLCM_200 Student Lifecycle Management Overview
25
PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
SLCM_200 Student Lifecycle Management Overview
26
PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
SLCM_200 Student Lifecycle Management Overview
27
Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
SLCM_200 Student Lifecycle Management Overview
28
Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
SLCM_200 Student Lifecycle Management Overview
29
Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
SLCM_200 Student Lifecycle Management Overview
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
SLCM_200 Student Lifecycle Management Overview
31
Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
SLCM_200 Student Lifecycle Management Overview
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
SLCM_200 Student Lifecycle Management Overview
34
Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
SLCM_200 Student Lifecycle Management Overview
35
Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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36
PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
SLCM_200 Student Lifecycle Management Overview
37
PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
SLCM_200 Student Lifecycle Management Overview
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
SLCM_200 Student Lifecycle Management Overview
39
PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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40
Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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41
Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
SLCM_200 Student Lifecycle Management Overview
42
Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• To close the data windows, click on Continue or press Enter
SLCM_200 Student Lifecycle Management Overview
46
Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
SLCM_200 Student Lifecycle Management Overview
47
Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
SLCM_200 Student Lifecycle Management Overview
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
SLCM_200 Student Lifecycle Management Overview
49
Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
SLCM_200 Student Lifecycle Management Overview
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
SLCM_200 Student Lifecycle Management Overview
52
Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
SLCM_200 Student Lifecycle Management Overview
53
Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
SLCM_200 Student Lifecycle Management Overview
54
Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
SLCM_200 Student Lifecycle Management Overview
55
Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
SLCM_200 Student Lifecycle Management Overview
56
Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
SLCM_200 Student Lifecycle Management Overview
57
Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
SLCM_200 Student Lifecycle Management Overview
62
Unit 3
Student
Master Data
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63
Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
SLCM_200 Student Lifecycle Management Overview
64
Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
SLCM_200 Student Lifecycle Management Overview
65
Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
SLCM_200 Student Lifecycle Management Overview
66
Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
SLCM_200 Student Lifecycle Management Overview
67
Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
SLCM_200 Student Lifecycle Management Overview
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
SLCM_200 Student Lifecycle Management Overview
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
SLCM_200 Student Lifecycle Management Overview
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
SLCM_200 Student Lifecycle Management Overview
71
Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
SLCM_200 Student Lifecycle Management Overview
72
Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
SLCM_200 Student Lifecycle Management Overview
73
Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
SLCM_200 Student Lifecycle Management Overview
74
Master Data – myPasscode_AD
• Contains Access and AD user ID information
SLCM_200 Student Lifecycle Management Overview
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
SLCM_200 Student Lifecycle Management Overview
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SLCM Help &
Terminology
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77
Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
SLCM_200 Student Lifecycle Management Overview
78
Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
SLCM_200 Student Lifecycle Management Overview
79
Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
SLCM_200 Student Lifecycle Management Overview
80
Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
SLCM_200 Student Lifecycle Management Overview
81
Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
SLCM_200 Student Lifecycle Management Overview
82
SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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
SLCM_200 Student Lifecycle Management Overview
83
SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
SLCM_200 Student Lifecycle Management Overview
84
Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
SLCM_200 Student Lifecycle Management Overview
85
Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
SLCM_200 Student Lifecycle Management Overview
86
Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
SLCM_200 Student Lifecycle Management Overview
87
Slide 68
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
4
SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
6
Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
SLCM_200 Student Lifecycle Management Overview
9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
SLCM_200 Student Lifecycle Management Overview
11
Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
12
Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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
SLCM_200 Student Lifecycle Management Overview
13
Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
14
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
SLCM_200 Student Lifecycle Management Overview
15
Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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87
Slide 69
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
SLCM_200 Student Lifecycle Management Overview
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 70
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 71
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 72
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 73
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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77
Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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84
Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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86
Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
SLCM_200 Student Lifecycle Management Overview
87
Slide 74
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
4
SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
6
Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
SLCM_200 Student Lifecycle Management Overview
9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
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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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
SLCM_200 Student Lifecycle Management Overview
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
SLCM_200 Student Lifecycle Management Overview
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
SLCM_200 Student Lifecycle Management Overview
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
22
Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
SLCM_200 Student Lifecycle Management Overview
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
SLCM_200 Student Lifecycle Management Overview
25
PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
SLCM_200 Student Lifecycle Management Overview
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
SLCM_200 Student Lifecycle Management Overview
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
SLCM_200 Student Lifecycle Management Overview
28
Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
SLCM_200 Student Lifecycle Management Overview
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
SLCM_200 Student Lifecycle Management Overview
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
SLCM_200 Student Lifecycle Management Overview
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
SLCM_200 Student Lifecycle Management Overview
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
SLCM_200 Student Lifecycle Management Overview
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• To close the data windows, click on Continue or press Enter
SLCM_200 Student Lifecycle Management Overview
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
SLCM_200 Student Lifecycle Management Overview
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
SLCM_200 Student Lifecycle Management Overview
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
SLCM_200 Student Lifecycle Management Overview
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
SLCM_200 Student Lifecycle Management Overview
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
SLCM_200 Student Lifecycle Management Overview
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
SLCM_200 Student Lifecycle Management Overview
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
SLCM_200 Student Lifecycle Management Overview
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
SLCM_200 Student Lifecycle Management Overview
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Unit 3
Student
Master Data
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63
Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
SLCM_200 Student Lifecycle Management Overview
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
SLCM_200 Student Lifecycle Management Overview
65
Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
SLCM_200 Student Lifecycle Management Overview
66
Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
SLCM_200 Student Lifecycle Management Overview
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
SLCM_200 Student Lifecycle Management Overview
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
SLCM_200 Student Lifecycle Management Overview
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
SLCM_200 Student Lifecycle Management Overview
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
SLCM_200 Student Lifecycle Management Overview
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
SLCM_200 Student Lifecycle Management Overview
74
Master Data – myPasscode_AD
• Contains Access and AD user ID information
SLCM_200 Student Lifecycle Management Overview
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
SLCM_200 Student Lifecycle Management Overview
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
SLCM_200 Student Lifecycle Management Overview
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
SLCM_200 Student Lifecycle Management Overview
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
SLCM_200 Student Lifecycle Management Overview
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
SLCM_200 Student Lifecycle Management Overview
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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
SLCM_200 Student Lifecycle Management Overview
83
SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
SLCM_200 Student Lifecycle Management Overview
84
Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
SLCM_200 Student Lifecycle Management Overview
85
Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
SLCM_200 Student Lifecycle Management Overview
86
Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
SLCM_200 Student Lifecycle Management Overview
87
Slide 75
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
4
SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
6
Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
SLCM_200 Student Lifecycle Management Overview
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
SLCM_200 Student Lifecycle Management Overview
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
SLCM_200 Student Lifecycle Management Overview
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
SLCM_200 Student Lifecycle Management Overview
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
SLCM_200 Student Lifecycle Management Overview
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
SLCM_200 Student Lifecycle Management Overview
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
SLCM_200 Student Lifecycle Management Overview
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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35
Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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63
Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
SLCM_200 Student Lifecycle Management Overview
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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74
Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
SLCM_200 Student Lifecycle Management Overview
76
SLCM Help &
Terminology
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77
Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
SLCM_200 Student Lifecycle Management Overview
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
SLCM_200 Student Lifecycle Management Overview
79
Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
SLCM_200 Student Lifecycle Management Overview
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
SLCM_200 Student Lifecycle Management Overview
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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
SLCM_200 Student Lifecycle Management Overview
83
SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
SLCM_200 Student Lifecycle Management Overview
84
Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
SLCM_200 Student Lifecycle Management Overview
85
Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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86
Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
SLCM_200 Student Lifecycle Management Overview
87
Slide 76
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
4
SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
6
Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
SLCM_200 Student Lifecycle Management Overview
9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
SLCM_200 Student Lifecycle Management Overview
11
Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
12
Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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
SLCM_200 Student Lifecycle Management Overview
13
Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
14
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
SLCM_200 Student Lifecycle Management Overview
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
SLCM_200 Student Lifecycle Management Overview
19
Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
SLCM_200 Student Lifecycle Management Overview
20
Student Services Tab
• Students access their records via the Student Services tab
SLCM_200 Student Lifecycle Management Overview
21
Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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87
Slide 77
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
4
SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
6
Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
SLCM_200 Student Lifecycle Management Overview
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 78
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
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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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
SLCM_200 Student Lifecycle Management Overview
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
SLCM_200 Student Lifecycle Management Overview
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• To close the data windows, click on Continue or press Enter
SLCM_200 Student Lifecycle Management Overview
46
Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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47
Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 79
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
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Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
SLCM_200 Student Lifecycle Management Overview
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 80
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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77
Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 81
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
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Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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83
SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
SLCM_200 Student Lifecycle Management Overview
84
Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
SLCM_200 Student Lifecycle Management Overview
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 82
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
SLCM_200 Student Lifecycle Management Overview
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
SLCM_200 Student Lifecycle Management Overview
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Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
12
Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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
SLCM_200 Student Lifecycle Management Overview
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Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
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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
SLCM_200 Student Lifecycle Management Overview
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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
SLCM_200 Student Lifecycle Management Overview
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
SLCM_200 Student Lifecycle Management Overview
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
SLCM_200 Student Lifecycle Management Overview
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
SLCM_200 Student Lifecycle Management Overview
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
SLCM_200 Student Lifecycle Management Overview
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Student Services Tab
• Students access their records via the Student Services tab
SLCM_200 Student Lifecycle Management Overview
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
22
Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
SLCM_200 Student Lifecycle Management Overview
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Unit 2
Student File
SLCM_200 Student Lifecycle Management Overview
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
SLCM_200 Student Lifecycle Management Overview
25
PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
SLCM_200 Student Lifecycle Management Overview
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
SLCM_200 Student Lifecycle Management Overview
27
Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
SLCM_200 Student Lifecycle Management Overview
28
Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
SLCM_200 Student Lifecycle Management Overview
29
Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
SLCM_200 Student Lifecycle Management Overview
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
SLCM_200 Student Lifecycle Management Overview
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
SLCM_200 Student Lifecycle Management Overview
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
SLCM_200 Student Lifecycle Management Overview
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
SLCM_200 Student Lifecycle Management Overview
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
SLCM_200 Student Lifecycle Management Overview
35
Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
SLCM_200 Student Lifecycle Management Overview
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
SLCM_200 Student Lifecycle Management Overview
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• To close the data windows, click on Continue or press Enter
SLCM_200 Student Lifecycle Management Overview
46
Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
SLCM_200 Student Lifecycle Management Overview
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
SLCM_200 Student Lifecycle Management Overview
49
Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
SLCM_200 Student Lifecycle Management Overview
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
SLCM_200 Student Lifecycle Management Overview
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
SLCM_200 Student Lifecycle Management Overview
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
SLCM_200 Student Lifecycle Management Overview
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
SLCM_200 Student Lifecycle Management Overview
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
SLCM_200 Student Lifecycle Management Overview
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
SLCM_200 Student Lifecycle Management Overview
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Unit 3
Student
Master Data
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63
Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
SLCM_200 Student Lifecycle Management Overview
64
Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
SLCM_200 Student Lifecycle Management Overview
65
Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
SLCM_200 Student Lifecycle Management Overview
66
Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
SLCM_200 Student Lifecycle Management Overview
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
SLCM_200 Student Lifecycle Management Overview
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
SLCM_200 Student Lifecycle Management Overview
71
Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
SLCM_200 Student Lifecycle Management Overview
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
SLCM_200 Student Lifecycle Management Overview
74
Master Data – myPasscode_AD
• Contains Access and AD user ID information
SLCM_200 Student Lifecycle Management Overview
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
SLCM_200 Student Lifecycle Management Overview
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SLCM Help &
Terminology
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77
Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
SLCM_200 Student Lifecycle Management Overview
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
SLCM_200 Student Lifecycle Management Overview
79
Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
SLCM_200 Student Lifecycle Management Overview
80
Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
SLCM_200 Student Lifecycle Management Overview
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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
SLCM_200 Student Lifecycle Management Overview
83
SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
SLCM_200 Student Lifecycle Management Overview
84
Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
SLCM_200 Student Lifecycle Management Overview
85
Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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86
Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
SLCM_200 Student Lifecycle Management Overview
87
Slide 83
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
4
SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
6
Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
SLCM_200 Student Lifecycle Management Overview
9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
SLCM_200 Student Lifecycle Management Overview
11
Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
12
Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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84
Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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87
Slide 84
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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25
PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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87
Slide 85
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
3
Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
SLCM_200 Student Lifecycle Management Overview
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
SLCM_200 Student Lifecycle Management Overview
5
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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
6
Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
SLCM_200 Student Lifecycle Management Overview
9
SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
SLCM_200 Student Lifecycle Management Overview
10
Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
SLCM_200 Student Lifecycle Management Overview
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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)
SLCM_200 Student Lifecycle Management Overview
14
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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20
Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
SLCM_200 Student Lifecycle Management Overview
28
Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
SLCM_200 Student Lifecycle Management Overview
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
SLCM_200 Student Lifecycle Management Overview
34
Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
SLCM_200 Student Lifecycle Management Overview
35
Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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36
PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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37
PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
SLCM_200 Student Lifecycle Management Overview
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 86
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
SLCM_200 Student Lifecycle Management Overview
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
SLCM_200 Student Lifecycle Management Overview
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Student File - Holds
• To close the data windows, click on Continue or press Enter
SLCM_200 Student Lifecycle Management Overview
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
SLCM_200 Student Lifecycle Management Overview
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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Slide 87
Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview
1
Course Content
• SLCM Introduction
• Unit 1 – Student Administration
• Unit 2 – Student File
• Unit 3 – Student Master Data
• SLCM Help and Terminology
SLCM_200 Student Lifecycle Management Overview
2
Learning Objectives
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.
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Check for Understanding Instructions
• Click Attachments (upper right corner)
• Click SLCM_200 Check for Understanding
• Print the SLCM_200 Check for Understanding pdf
• Use the pdf to note the answers to each question as you
finish each unit
• Enter answers on the Check for Understanding Exercise at
the end of the presentation
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SLCM Introduction
• SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services
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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
FI, FM
HR
Student Accounts are
integrated with the
Financial
SLCM_200 Student Lifecycle Management Overview
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Student Lifecycle
• There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
• The Student Lifecycle diagram (next
screen) shows the progression of the
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s association with the University
SLCM_200 Student Lifecycle Management Overview
7
Student Lifecycle
Alumni
Recruitment
Student
Accounting
Admission
Student
Master
Data
Equivalency
Determination
Academic
Structure
Application
Student
Administration
Priority
Registration
De-registration
Reporting
Academic
History
of
Study
Rules &
Regulations
Academic
Calendar
Graduation
Teaching &
Study
Events
Degree
Auditing
Resources
Booking (Course
Registration)
Change of
Program
Event Planning
Sessional
Registration
Examination
& Grading
Progression
SLCM_200 Student Lifecycle Management Overview
Italics = Optional
8
myHelp SLCM Portal Access
• In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
• If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html
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SLCM Access and Roles
• Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above
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Academic Calendar
• Runs from the fall session through the second summer session
• Example: Academic Year 2010 consists of
Session
Calendar
Year
Academic
Year Code
Academic
Session
Code
Fall
2009
2010
10
Winter
2009
2010
20
Spring
2010
2010
30
Summer I
2010
2010
51
Summer 2
2010
2010
52
Full (CEU)
2009-2010
2010
99
• Can be viewed through the Student Administration portal or in the
production system
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Unit 1
Student
Administration
Tab
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Student Administration Tab
• Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
• 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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Student Administration Tab
• Student Administration tab used to:
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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Academics Tab
• Includes
Academic Calendar
Course Catalog
Transfer Equivalencies
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Administrative Services Tab
• Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
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Admissions Tab
• Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form
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Advising Services Tab
• Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager
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Faculty Services Tab
• Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard
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Student Services Tab
• Students access their records via the Student Services tab
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Student Services Tab
• Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address
SLCM_200 Student Lifecycle Management Overview
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Unit 1 – Check for Understanding
• The Student Administration portal…
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Academics Tab
Academics Tab
Is the way the students access information.
• Which tab would you use to print a student’s schedule?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
• Which tab would you use to print a class roll?
Administrative Services Tab
Admissions Tab
Advising Services Tab
Faculty Services Tab
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Unit 2
Student File
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Student File
• Student File records are created when UK receives applications,
test scores, transcripts, etc.
• Student File contains information about the student’s relationship
with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor
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PIQST00
• In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command
field and press Enter
Add PIQST00 to your favorites
(preferred by most users)
Use the menu path, Student
Lifecycle Management PIQST00
Student File
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PIQST00 Student File
• The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
• The student’s academic
records display on the
right side of the screen
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Student Number
• The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
• The Student Number is the key to student records and is used
instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field
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Student Search
•There are three ways to pull up a student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,
press Enter, and then double-click on the student’s name in
the search screen
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Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name
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FERPA
• Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
• When the records are accessed, the Data Privacy Warning (FERPA)
window displays
• If this message displays, no information can be released on this
student, not even to the student unless the student provides
picture ID
• Close the window by clicking on the Continue icon or pressing
Enter
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Key Date
• The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field
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Key Date
• To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
• Choices include:
Today
Start of Year – Academic Year and Session
Key Date – Defaults to current date
Start of Current Academic Year
• Click on Continue to close the window
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High Date
• Another important date is the system High Date which is the
default validity end date of 12/31/9999
• This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely
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Student File
• Numerous tabs display student academic work
• Your role will determine the information you are able to display
and/or change
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Tab Navigation
• Three ways to
navigate tabs
Click on the tab
Click on the Next
or Previous icons
Click on the Tab
List icon and then
the tab name
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PIQST00
• Three types of icons
exist on PIQST00
Student File
Application icons
Tab specific icons
Student Master Data
icons
• Access to specific icons
also is determined by
your role in the system
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PIQST00– Application Icons
• End user icons include
Account Balance
Displays open student account data
Academic Work Overview
Displays student’s academic work
Note Overview
Displays notes placed on the student’s records, such as
advising, admissions, registrar, etc.
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PIQST00 – Student Master Data Icons
• Use the Display icon to navigate to the Student Master Data
screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system
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PIQST00 – Tab Specific Icons
• Each tab contains icons specific to the records on the tab
• Example:
Icons on the Registration tab are used to create, display, and
change programs of study
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Student File - Tips
• Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
• Clear the fields before entering a student’s number in the Student
Number field by highlighting the number, pressing Delete, and then
pressing Enter
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Student File - Holds
• Block the processing of certain activities for a student
Examples: registration, admission, etc.
• Can be viewed in the myUK portal
Only Advisor holds can be inactivated using the portal
• Can be viewed, created, and/or inactivated in the IRIS SAPGUI
interface (IRIS Production system)
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Student File - Holds
• Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)
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Student File - Holds
• Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold
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Student File - Holds
• To display information about a hold, click on the Select icon to
the left of the hold
• Click on Display
• Click on Contact Address to see who to contact to release the
hold
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Student File - Holds
• To close the data windows, click on Continue or press Enter
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Student File – Recruitment
• May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
• Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)
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Student File – Applications
• Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status
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Student File - Admission
• Contains application to UK including Program of Study, Application
Status, Academic Year, etc.
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Student File – Majors/Minors/Options
• Contains undergraduate majors, minors, options, etc. and
graduate area of study
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Student File – Registration
• Populated automatically by the admission process and for each
semester thereafter of continuous enrollment
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Student File – Program Type Progression
• Contains progression records of the following:
Academic honors (Dean’s list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)
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Student File – General Data
• Contains general information including
Program of study
Anticipated graduation date
Etc.
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Student File – Status
• Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates
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Student File – Advisor(s)
• Contains student advisor information including:
Advisor Name
Advisor Function
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Student File – Requirement Catalogs
• Contains information including
Audit Type
Requirement Catalog
Version
Etc.
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Student File – Application for Degree
• Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID
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Student File – UK Degrees Awarded
• Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.
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Student File – Enrollment Certification Request
• Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.
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Student File – Transcript Requests
• Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.
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Student File – Activity Documents
• Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration
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Unit 2 – Check for Understanding
• Which tab would you use to view the student’s program of study?
Program Type Progression Tab
A green square is in the Status field
Registration Tab
Holds Tab
• On the Holds tab, how can you tell if a hold is active?
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
• How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button
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Unit 3
Student
Master Data
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Student Master Data
• Contains student’s biographic and demographic information
• Your authorization in the system will determine which data you
can access
• Tip: A green checkmark on the tab indicates it contains student
information
• Reminder: Unless you are making a change to a student’s master
data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s data
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Student Master Data
• To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
• To return to Student File, click on the Back icon
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Student Master Data
• Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white
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Master Data – Personal Data
• Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date
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Master Data – Standard Address
• Information includes:
House number and street
City, state, and ZIP code
Phone number
Email address
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Master Data – Address Overview
• An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address
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Master Data – Additional Data
• Information includes:
Data privacy warning (FERPA)
Ethnic origin
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Master Data – Visa/Residence Data
• Information includes:
Resident status and country
Passport number
Visa type, number, country of issue
Etc.
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Master Data – Transcripts/Tests
• Information includes:
Transcripts from external organizations (high school and/or
college)
Tests from external sources
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Master Data – PCC Units
• Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)
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Master Data – Related Persons
• Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information
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Master Data – myPasscode_AD
• Contains Access and AD user ID information
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Unit 3 – Check for Understanding
• How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
• On which tab would you find the student’s emergency contact
person?
Personal Data Tab
Will allow access to all student data
Additional Data Tab
Related Persons Tab
• Your authorization…
Determines which data you can access
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SLCM Help &
Terminology
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Key Terminology
IRIS Term
Definition
Student File
A collection of student information, viewed via
tabs, pertaining to the student’s relationship
with the University of Kentucky.
Student Master
Data
A collection of student information, viewed via
tabs, pertaining to the student’s biographical
and demographic data including addresses,
veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
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.
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Key Terminology
IRIS Term
Definition
The college and the degree
Program of Study
Module
Module Group
Example: BA-AS is the program of study
Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Example: MANA is the module group for a
Management major
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Key Terminology
Terminology
Definition
Booking
Class registration
The activity type of a course
Event Type
Example: PSY 100 is made up of the event
types Lecture and Laboratory
Event
The meeting pattern and location of the event
type
Event Package
The equivalent of a section
Example: A-H 106 001
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Key Terminology
IRIS Term
Definition
Sessional
Registration
A student will have a sessional registration for
each semester of enrollment; basically means
the student is eligible to register
Priority
Registration
Time period for continuing students to register
for the upcoming semester; occurs every
November and April
Appraisal
Grading; an institutional process for evaluating
(grading) in a planned, structured, and
standardized way
Business Partner
(BP)
One who has a financial relationship with UK;
all students are also business partners
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Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
• IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references
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SLCM Courses
• Classroom Lab Courses
SLCM_AD_300 Event Planning
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SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
• SLCM Web Courses
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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SLCM_200 Exercises
• After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the
practice guide
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Course Summary
You are now able to:
• Understand the integration of SLCM processes with each other
and with other IRIS functions
• Understand the Student Administration tab on the myUK portal
• Navigate the Student File tabs
• Navigate Student Master Data tabs
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Check for Understanding Instructions
• To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
• Click Here to continue when the system
message appears
• Click Start Test to continue
Although it says “Test”, this course does
not have an assessment
• When you have entered your answers,
click End Test (located at the bottom right
of your screen
• Click Close (lower right corner of the
screen)
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Course Completion Instructions
• Click Logoff (lower right corner)
• When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
• Scroll down the page until you see
the Confirm Participation section
• To complete the course, click
Confirm Participation
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