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Advisor Center Guide: Student Information System Rochester Institute of Technol

Advisor Center Guide: Student Information System Rochester Institute of Technology Rochester Institute of Technology September 2012 Rochester Institute of Technology September 2012 Table of Contents System Requirements, Security and Access ...................................................................................................... 4 Browser Requirements .................................................................................................................................. 4 Student Information System Security............................................................................................................ 4 System Access ............................................................................................................................................... 4 What is the Advisor Center and how do I get there? ........................................................................................ 5 Advisor Center ................................................................................................................................................... 6 How to view a student’s schedule ................................................................................................................ 6 How to view advisors .................................................................................................................................... 7 How to view holds......................................................................................................................................... 7 How to access RIT course history ................................................................................................................. 8 How to access an unofficial transcript .......................................................................................................... 9 Class Search ..................................................................................................................................................... 10 Program Library .............................................................................................................................................. 12 Term Values .................................................................................................................................................... 13 Additional PeopleSoft Training Modules ........................................................................................................ 14 Appendix A: ..................................................................................................................................................... 15 Appendix B: ..................................................................................................................................................... 19 Rochester Institute of Technology September 2012 System Requirements, Security and Access Browser Requirements The following browsers are supported by PeopleSoft and are thus recommended for use: • Firefox versions 7, 3.6, 3.5 • Internet Explorer versions 9, 8, 7 • Safari 5, 4, 3 If you use an unsupported browser or version, results may be unpredictable. Many transactions will work fine, but some will not work at all. Student Information System Security System security roles are being defined by the University that relate to individual functional roles at RIT. The role(s) that you are assigned within the system will determine the security level and, therefore, the resources you are able to access. System Access Faculty user accounts will be automatically activated after appropriate paperwork is submitted to Human Resources. Any individuals who cannot access their accounts as expected should contact the ITS Service Desk at (585) 475-HELP or by emailing servicedesk@rit.edu. Rochester Institute of Technology September 2012 What is the Advisor Center and how do I get there? The Advisor Center is a portal within the Student Information System that provides you a modified view of what students see when they log in to the SIS. It serves as an online one-stop shop to access a student’s schedule of classes, advisors, holds, course history, unofficial transcript, and more. To access the Advisor Center, go to sis.rit.edu/facultystaff, then, in the Faculty/Advisor box click the Student Information System link and log in with your RIT username and password. Once you’ve logged in, use the Main Menu to navigate to Self Service > Advisor Center > My Advisees. Rochester Institute of Technology September 2012 Advisor Center The Advisor Center allows you to see detailed academic records for all students at RIT. If you are also listed as an instructor for a class, you can access the Advisor Center by clicking the tab along the top. If you are assigned to students, as a faculty advisor, your list of advisees will display on the my advisees tab. Whether you have advisees or not, you should have access to the button at the bottom of the my advisees page. This allows you to search for any student by their University ID# or first and last name. Once you’ve selected a student from your list of advisees or searched for them using the View Data for Other Students button, you will be taken to a view of their Student Center. How to view a student’s schedule The student’s schedule of classes is displayed in the center of the page. To view a list of enrolled, wait listed, and dropped classes, click the My Class Schedule link. To view the classes in a calendar format, click the weekly schedule link beneath the schedule. Rochester Institute of Technology September 2012 How to view advisors The student’s advisors are listed in the bottom box to the right of the Student Center page. Click the details link to find out additional information about the advisors, such as their email addresses. For the 2012-13 class and beyond, the advisor’s relationship to the student (ex: primary academic advisor, faculty advisor, HEOP counselor, etc.) will be listed. Students that were converted from the legacy may or may not have their advisor’s role listed. How to view holds Holds have an impact on services for a student and can prohibit enrollment, or restrict the availability of transcripts or diplomas. To view services impacted by the hold and information about how to resolve it, click the details link. All students that will be transitioning from quarters to semesters will have an Individual Advisement Plan (IAP) academic hold on their account. This will not restrict them from taking any action until they attempt to enroll in Fall 2013-14 semester classes. Once students meet with their advisors to discuss their IAPs, the hold will be released. Rochester Institute of Technology September 2012 How to access RIT course history The Course History page allows you to view a list of all courses that a student has taken or enrolled in. Use the “…other academic” dropdown menu to select Course History and click the button to access the Course History page. By default the courses will be listed in order by Course Number. Click the headings to sort courses by name, the term they were taken, grade, or number of units. Rochester Institute of Technology September 2012 How to access an unofficial transcript The unofficial transcripts shows important information about a student’s record on a term-by-term basis, such as degrees awarded by RIT, enrolled classes, grades, GPA statistics, program/plan (college/major & minor), term honors, and academic actions. Any credits that transferred from another college or university will be the first thing listed on the unofficial transcript. Students admitted to RIT in the 2012-13 Fall term and beyond will also have AP credits listed before their undergraduate record begins; students that were converted from the legacy SIS will still have AP credit listed as an enrollment during their first term at RIT. Note that the unofficial transcript does not say RIT anywhere on it and is only intended only to serve as a snapshot of a student’s record to RIT students, faculty, and administrative staff. For official documentation, students should request an official transcript or enrollment verification form. The unofficial transcript is generated as a PDF document. Note that in order for this to work you must make sure the popup blocker on your browser is disabled. 1. Use the “other academic…” dropdown menu to select Transcript: View Unofficial. 2. Click the button. 3. Use the Report Type dropdown menu to select UNOFFICIAL ACADEMIC TRANSCRIPT. 4. Click the button. Rochester Institute of Technology September 2012 Class Search All faculty have access to Search for classes offered at RIT. Conveniently, when you are in Faculty Center, there is a Search tab at the top of the screen that will bring you directly to the Class Search. There are many fields available for use when searching for classes. The most popular class search seems to be for all classes being offered in a particular department in a given term. To execute this search: 1. Enter the Course Subject code in the Course Subject box (an easy reference guide outlining subject codes is included in Appendix A or can be found at: https://sis.rit.edu/info/pdf/2012- 13_ActiveCourse_SubjectCodes.pdf) 2. Change the Course Number qualifier to greater than or equal to and enter 1 in the course number box. 3. If you would like to see only graduate or undergraduate classes, select the proper course career in the Course Career field. If you would like to see both undergraduate and graduate classes, make sure that you leave the Course Career field blank. 4. Uncheck the Show Open Classes Only box. 5. Press Enter on your keyboard To execute additional searches you may select from the many options on this page. One important thing to remember is that in order to perform a search you must include at least two search criteria. Rochester Institute of Technology September 2012 Academic Structure: An Introduction Academic Structure provides a foundation for all the Student Information System applications. These components allow RIT to organize its academic programs and offerings and associate them with both students and courses. The hierarchical nature of Academic Structure also allows us to efficiently automate many rules and requirements where various programs share requirements. The following image represents PeopleSoft’s hierarchy for defining academic structure: ACADEMIC SUB-PLAN ACADEMIC PLAN ACADEMIC PROGRAM ACADEMIC CAREER INSTITUTION It is important to understand how the system defines these levels. Note that these may have slightly different meanings than what you are used to. Academic Institution The structural element used to identify the university. RIT is one institution and thus we have only one Academic Institution code, which is RIT01 (RITzero1). Academic Career A student’s academic career, or simply “career” indicates the level of study that the student is actively enrolled in. RIT will utilize three Careers. Undergraduate (UGRD) will be used for students enrolled in any program issuing a Certificate, Diploma, AS, AAS, AOS, BS, or BFA. Graduate (GRAD) will be used for students enrolled in any program issuing an Advanced Certificate, MS, MBA, MArch, MFA or PhD. Continuing Education (CNED) will be used for NTID Summer Vestibule students and in uploads/Litterature/ advisor-center-guide.pdf