Business Process Guide - ASU



Business Process Guide

Working with Student Groups

TABLE OF CONTENTS

Definition 3

Purpose 4

Navigation 5

Prerequisites 6

Prerequisites and Assumptions 6

Other Materials Needed 6

Helpful Hints 7

Setting up Student Groups 8

Naming Standards 8

Short Name 8

Long Name 9

Attaching a Student to a Student Group 10

Inactivating a Student from a Student Group 12

Effective Dating and Student Groups 13

Viewing Student Groups Attached to a Student 14

Definition

Student groups enable you to set up groups (such as ‘Athlete’ or ‘Honors Good Standing Upper Division’) and assign these groups to individuals. Then you can perform actions (such as run reports and processes) on a group, which affects all of the individuals in the group.

Student groups should be used to identify groups of students whom you cannot identify by any of their academic characteristics, such as program, plan or sub-plan.

Student groups are used many ways in Oasis, including:

• Course requirements (for registration control)

• Queries and reports

• Cohort management

• Special processing for specific populations of students

Purpose

Use the Student Group pages to:

• Make a student active in a Student Group

• Inactivate a student from a previously active group

• View the groups attached to the student

Navigation

The path for all processes documented in the Business Process Guide is Records and Enrollment > Career and Program Information > Student Groups

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Prerequisites

Prerequisites and Assumptions

Before you can successfully perform any student group entries, it is assumed that each of the following conditions has been met.

❑ You have attended the On-Line OASIS Navigation Training class and understand the basics of getting around and looking up records in the system.

Other Materials Needed

You may need to refer to the following documents/sources:

❑ PeopleBooks

Helpful Hints

✓ If you attempt to navigate to a new page without saving after making changes, you will get a warning window that says “You have unsaved data on this page. Click OK to go back and save, or Cancel to continue.” If you want to save your changes you must select OK. If you do not want to save your changes you must select Cancel. This may seem to be the opposite of what you are used to.

✓ If you need to have a new Student Group created, please contact the Recording and Readmissions area in the Office of the Registrar at the Tempe campus.

Setting up Student Groups

Contact the University Registrar in order to set-up or to deactivate a student group. When requesting a new student group the Oasis Student Group naming standards should be followed. The office requesting the student group may request the Short Name and Long Name for their new student group.

Naming Standards

ASU naming standards are used when setting up student groups. These naming standards make it easier to sort and identify student groups in lists.

The student group code is a 4-character code that will indicate which Oasis functional unit initially established the code. The codes in use at this point are:

AD – Admissions

FA – Financial Aid

SR - Student Records, general use

CM - Cohort Management

SO – Student Orientation

More 2-digit codes will be developed as needed.

Short Name

First 2 characters of the short name should be the college code of the college requesting the new student group. This allows a search list to quickly identify all of the Student Groups that “belong” to a college.

The next 8 characters can be anything needed to make the short name as descriptive and meaningful and possible to those using it. Student Groups created during the SIS conversion from Professional Program codes use the original PP code as the short name.

Long Name

This is a 30-character name to describe the student group. This name will be visible in the student services center, but will not be visible to students.

Attaching a Student to a Student Group

Navigate to Records and Enrollment > Career and Program Information > Student Groups

To attach a student to a student group that has been setup, enter the EMPLID for the student and retrieve the record. Select the Student Group from the drop down list. Enter an effective date. The effective date must be prior to the first date of the term to be able to use it for term activation, enrollment appointments, tuition waivers, and many other functions. SAVE the record when finished.

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If the student is already in a student group, simply insert a row using the plus sign/yellow button. Enter the data as indicated above and SAVE.

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Inactivating a Student from a Student Group

Navigate to Records and Enrollment > Career and Program Information > Student Groups

To inactivate a student from a student group, enter the EMPLID and retrieve the student record. If there are multiple rows, select the row for the appropriate student group. Insert a row in the area below (associated with the effective date) and change the status to Inactive. SAVE the record. The student is now inactive in this student group as of the effective date.

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Effective Dating and Student Groups

Because the effective date for each entry for a student in a single student group must be unique, there can only be one entry per calendar day per student per group. A student cannot be made active in a student group and then inactivated the same day (or vise versa). To activate or inactivate a student in a student group where there is already an effective-dated row for the current date, you can add another effective-dated row for the next day to change the student’s status.

If it is critical that a student be activated or inactivated in a student group immediately, contact the Records Section of the Office of the University Registrar.

Viewing Student Groups Attached to a Student

Navigate to Records and Enrollment > Career and Program Information > Student Groups

Enter the EMPLID and retrieve the student record.

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Another way you can view the all groups that the student belongs to and their current status is using the Student Services Center:

Navigate to Campus Community > Student Services Center

Enter the EMPLID and retrieve the student record.

Select the general info tab

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