SASS USER MANUAL by lwh19385

VIEWS: 12 PAGES: 35

									                  SASS USER MANUAL
                              Edition No. 3 - 05/01



                            CONTENTS
                                                                                     Page
1.    Log on - Sign On . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-5

2.    Audit Report On-Line (AO) . . . . . . . . . . . . . . . . . . . . . . . . 6-7

      - A Sample Degree Audit . . . . . . . . . . . . . . . . . . . . . . . . . . 8

3.    Degree Program List (DL) . . . . . . . . . . . . . . . . . . . . . . . 9-10

4.    Student Program Exception Menu (SE) . . . . . . . . . . . 11-12

5.    Course Substitutions (CS) . . . . . . . . . . . . . . . . . . . . . . 13-17

6.    Course Waiver (CW) . . . . . . . . . . . . . . . . . . . . . . . . . . . 18-20

7.    Advisor Comments (AC) . . . . . . . . . . . . . . . . . . . . . . . . 21-23

8.    Deleting an Exception . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

9.    Transfer Equivalency List (TL) . . . . . . . . . . . . . . . . . . . 25-27

10.   Course Equivalency (CE) . . . . . . . . . . . . . . . . . . . . . . . 28-30

11.   Change Screens or Log Off . . . . . . . . . . . . . . . . . . . . . . . . 31

12.   Student Academic Support System (SASS) Staff . . . . . . . 32

13.   Appendix A (Florida Post-Secondary FICE Codes) . . 33-34
1                       LOG-ON / SIGN-ON

This is the sign on or log on screen for the Northwest Regional Data
Center (NWRDC). Prior authorization must be obtained from the
Registrar’s Office to access this screen (contact Brian Warcup at
                  or
bwarcup@fau.edu 7-2798.

For “Userid”, enter your authorized user id.

Tab to “Password”.

Enter your authorized password.

Press Enter.




                                  -1-
Next appears the NWRDC Application Selection Menu.

Choose selection 1 by entering the number “1" at the blinking cursor.

Press Enter.




                                 -2-
Next appears a screen titled, “NWRDC SIGNON TO CICS REGION:”.

The cursor is blinking in the upper right-hand corner.

At the cursor, type ZEDA

Press “Enter”.




                                  -3-
Next appears the Student Academic Support System menu.

Type FAU next to INST:

Type your USER ID and PASSWORD in the appropriate fields*.

(The password can be changed whenever you wish by using the "CP-
Change Password" option on the menu.)

Press Enter.




* authorized SASS id and password obtained from the SASS office (7-3065).


                                     -4-
Authorized menu items will appear on the SASS Menu.

The following will explain all of the most common functions that are
used by academic advisors.




                                 -5-
                AUDIT REPORT - ON-LINE (AO SCREEN)

Type “AO” next to “ENTER ACTION:”

Press Enter.




This is the On-Line SASS Degree Audit Report Order Screen.

To look at a student audit or print the audit, type the Social Security
Number (SSN) of the student next to “STUDENT ID”.

Press Enter.

The name of the student will appear next to “STUDENT NAME”. The
major code and catalog year also will appear in their respective fields.
To view the audit on the screen, press Enter again.
                                   -6-
The Degree Audit is a record of all the requirements needed for a degree
program and the corresponding courses that a student has taken to
satisfy those requirements.

When you look at the audit on the screen, you will only see that portion
of the audit that fits on the computer screen. To see the rest of the audit,
press the Enter key to move forward. There is no page-back function
available so, to see a portion of the audit that has already passed, there
are two options:

1) either continue pressing the Enter key to cycle all the way through the
audit and return to the beginning;

2) or, where the cursor is blinking at NEXT SCREEN #, type 01 and Enter
to return to the top of the audit.

See the next page for a sample of a Degree Audit.




                                    -7-
-8-
                DEGREE PROGRAM LIST (DL SCREEN)

On the AO screen (see previous section), the code number that defaults
for the student’s major is derived from the student information database
at Northwest Regional Data Center.

Sometimes it can be useful to change this code to determine how a
student’s courses might fall within the requirements of a different
degree program or major.

The DL screen provides a list of all the FAU degree programs and their
respective code numbers. Note that every program has at least two
variations, one for the native student who is subject to core curriculum
requirements and another for the transfer student who is subject to
general education requirements. Degree codes ending in “0" or even
numbers apply to the latter while degree codes ending in odd numbers
apply to the former.

Any of these codes can be substituted on the AO screen to produce a
different audit.

Degree codes are organized by college according to the following
scheme:

     College of Business                         1000 - 1999
     College of Education                        2000 - 2999
     College of Engineering                      3000 - 3999
     College of Arts & Letters                   4000 - 4999
     College of Science                          5000 - 5999
     College of Nursing                          6000 - 6999
     The Honors College                          7000 - 7999
     College of Arch, Urban & Public Affairs     8000 - 8999



To access the degree program list, on the main SASS menu screen type
                                   -9-
“DL” next to “ENTER DESIRED FUNCTION CODE:”

Press Enter.

Press Enter again and the first part of the list appears which is a series
of test programs that should be ignored.

At the blinking cursor, enter a four-number code to jump to the range of
numbers that correspond to a particular college and/or browse the list
with the F7/F8 or Page Up/Down keys.




Press Page Up and F10, or the F10 key to return to the main SASS
menu.




                                   -10-
          STUDENT PROGRAM EXCEPTION SCREEN (SE SCREEN)

On the main student Academic Support System (SASS) Menu, type “SE”
next to “ENTER DESIRED FUNCTION CODE:”

Press Enter.




The SE screen is actually a summary of all the exceptions that have
been entered for a particular student. The screen presents a series of
sub-menus that allow an advisor to enter exceptions such as course
substitutions, course waivers, requirement substitutions, and an area
for free-form advisor comments that are attached to the audit. (Advisor
comments can be printed or withheld.)
To see if a student has an exception record, type the student id number
                                  -11-
(SSN) and press Enter.

If there is an exception record, the number of each kind of exception will
appear on the screen under “AMOUNTS”.

If the student does not have an exception record, a message will appear
at the bottom of the screen saying “STUDENT HAS NO EXCEPTION
RECORD”.




The next pages will explore the various types of exceptions and the sub-
menus for entering them.




                                   -12-
                 COURSE SUBSTITUTIONS (CS SCREEN)

A course substitution is used when student has a transfer or FAU
course that can be substituted for an FAU course to meet a requirement.

Important: Note that a course substitution is different from an equivalent
transfer course. A substitution applies to a specific requirement for an
individual student. Even FAU courses can be used as substitutions.

An equivalent course applies for all students and always refers to a
course transferred from another institution (see section 11 regarding
course equivalencies).

To enter a course substitution, type the SSN of the student (if not
already entered). Press Enter.

Type “CS” next to “ENTER DESIRED EXCEPTION TYPE:”

Press Enter.




                                   -13-
If the student has no course substitutions, the message “RECORD NOT
FOUND” will appear at the bottom of the screen.

If a student already has a course substitution record, the SSN, student’s
name and the number of course substitutions will appear when you type
the SSN and press Enter.




To add the first course substitution to a student’s record, type “A” (Add)
next to “ENTER ACTION:”. Press Enter.

A question mark will appear on the screen under the columns titled
“ORIGINAL COURSE” and “REQUIRED COURSE”. “ORIGINAL COURSE”
refers to the course the student took at the transfer institution (orFAU),
i.e., the course to be substituted. “REQUIRED COURSE” refers to the
course in the FAU degree program for which the substitution is being
made.

                                   -14-
Type the two courses in their respective places typically using the first
three spaces for the course prefix and the last four spaces for the
course number.

When a course has only a one or two letter prefix, leave blank spaces
after the letter(s), then type the numbers. For example, BI 102. See the
various examples of course substitutions below.

If in doubt about how to type the transfer course, check the Transfer
Equivalency List (see section 10).

Notice that the date and the initials of the person entering the course
substitutions appear on the screen next to the two courses.




                                   -15-
To enter additional course substitutions type “I” (Insert).

Press Enter.

Now type the courses where the two question marks appear (see page
14 for instructions on how to enter the courses).




                                   -16-
This screen shows the second course substitution added to the
student’s record.




To add yet another substitution, type “I" next to “ENTER ACTION:” .


To return to the previous menu, Enter Page Up and F10 or PF10. The
Student Program Exception (SE) menu will appear.




                                 -17-
               COURSE WAIVERS (CW MENU)

A course waiver is used to waive a specific course requirement for a
specific student.

Type the SSN of the student.

Press Enter.

Type “CW” next to “ENTER DESIRED EXCEPTION TYPE:”

Press Enter.




                                -18-
If no waiver record exists, type “A” (Add) next to “ENTER ACTION:” to
add a new course waiver.

Type the course prefix and number of the course to be waived at the first
“?”.

Type the term (in the format yyyytt, i.e., 199708) at the second “?”.

If desired, type the credit hours (in the hto.d format - [hundreds tens
ones.decimal], i.e., 0030 for a 3-credit course).

Press Enter.




                                   -19-
If a waiver record already exists, at “ENTER ACTION:” type “I”.

Press Enter.




Type the course prefix and number at the first “?”.

Type the term (in the format yyyytt, i.e., 199708) at the second “?”.

If desired, type the credit hours (in the hto.d format - [hundreds tens
ones.decimal], i.e., 0030 for a 3-credit course or 0005 for a .5-credit course).

Press Enter.




                                   -20-
                 ADVISOR COMMENTS (AC SCREEN)

Advisor comments are used when an explanation of an entry is
warranted or to add information to an audit for the benefit of the advisor
and/or the student.

To add an advisor comment to a student’s record, go to the Student
Exception (SE) menu.

Type the SSN of the student.

Press Enter.

Type “AC” next to “ENTER DESIRED EXCEPTION TYPE:”.

Press Enter.




                                   -21-
If there are no comments in the student’s record, type “A” (Add) next to
“ENTER ACTION:”.

Press Enter.

Or, if there are comments already in the record, at “ENTER ACTION”
type “I” (Insert) and the number of the last comment after which the
new comment is to be inserted. In the example below, a new comment
is going to be inserted after line 002.

Press Enter.




Type the comment.

Note that the program only allows for input of one line at a time. Each
new line must be preceded by the “Insert” procedure explained above.
Be careful that comments do not run on past the end of the line.
They will be lost.
                                  -22-
                     DELETING AN EXCEPTION

To delete a student exception such as a course substitution, course
waiver, requirement update, or comment, bring up the appropriate
student exception screen, i.e., CS, CW, RS, AC. Next to “ENTER
ACTION:”, type “D” (Delete) and the line number to be deleted

Press Enter.

In the example below , the second course substitution is about to be
deleted.
The exception is not deleted right away. The computer asks you if




you are sure you want to delete. See the message at the bottom of
the screen. If you are sure, press Enter.




                                 -23-
           TRANSFER EQUIVALENCY LIST (TL SCREEN)

The Transfer Equivalency List (TL) screen is a listing of transfer
courses by institution and their FAU equivalents. These transfer courses
will automatically appear on a student’s audit. A manual course
substitution does not have to be done.

To view the TL list, go to the main SASS menu, type “TL” next to
“ENTER ACTION:”.

Press Enter.




                                  -24-
Type the 6-digit FICE code number of the transfer institution next to
“PREV INSTITUTION:”. (See appendix A for Florida code numbers)

Press Enter.

To print out the entire transfer equivalency list for the selected




institution, type “Y” next to” “Y” FOR PRINT:”

Press Enter.




                                 -25-
Transfer courses (in order by prefix and number) are displayed under
the column titled “COURSE ID”.The title of the transfer course is
displayed on the same line next to the course number.

The equivalent FAU course is displayed on the line immediately below
the transfer course under the column titled “COURSE-1". Compound
equivalencies might include columns “COURSE-2" and “COURSE-3".

If an equivalency is specific to a college and/or major, the appropriate
codes are indicated under the columns “COLL” and “MAJOR”.

Finally, the date range for which the equivalency applies is indicated
under “YEAR/TERM - THRU FROM”

Browse the list with the F7/F8 (Page Up/Down) keys.




                                  -26-
                COURSE EQUIVALENCY (CE SCREEN)

The course equivalency screen (CE) is used to enter transfer courses
and their appropriate FAU equivalents which appear on the Transfer
Equivalency List (TL) screen (see section 10). Course equivalencies are
maintained by the SASS staff.

Once transfer courses are added to the CE screen, they will
automatically appear on the student’s audit. A manual course
substitution does not have to be done.

To view the CE screen, go to the main SASS menu, type “CE” next to
“ENTER ACTION:”

Press Enter.

Type the 6-digit FICE code number of the transfer institution next to




                                  -27-
“INSTITUTION CODE:” (see appendix A for Florida code numbers).

Press Enter.


In the example above, the code entered is for Palm Beach Community




College (001512). The first record displayed is the first course on the file
for PBCC.

Transfer courses (by institution, and in order by prefix and number) are
displayed next to the field titled “COURSE ID”. The title of the transfer
course is displayed further down next to “COURSE TITLE”.

The equivalent FAU course is displayed on the bottom left field below
“EQUIVALENT NUMBER”. The percentage of equivalency is displayed
under “COURSE-1 PCNT”. Compound equivalencies might include
additional columns.


                                    -28-
If an equivalency is specific to a college and/or major, the appropriate
codes are indicated under the columns “COLL” and “MAJOR”.

Finally, the date range for which the equivalency applies is indicated
next to “THRU YEAR/TERM - FROM YEAR/TERM”

The F7/F8 (Page Up/Down) keys can be used to scroll through the file, or
some or all of the “COURSE ID” field can be entered to jump to a
specific course or discipline area.

Important: Note that a course equivalency is different from a course
substitution. An equivalent course applies for all students and always
refers to a course transferred from another institution

A course substitution applies to a specific requirement for an individual
student. Both transfer and FAU courses can be used as substitutes.




                                   -29-
                TO CHANGE SCREENS OR LOG OFF.

To back up to a previous screen, press the Page Up key and the F10 key
(or F10 key). Keep pressing these keys until the SASS Main Menu
appears.

To log off the SASS system, while at the SASS Main Menu screen,
press the F10 key (or Page Up and F10) and a blank screen will
appear. Type LOGOFF and press Enter.




                                 -30-
           STUDENT ACADEMIC SUPPORT SYSTEMS (SASS) STAFF
The SASS Degree Audit program is a large, complex endeavor requiring
constant maintenance and updating. To ensure the accuracy and
timeliness of the information in SASS, we rely heavily on interaction with
advising staff in the colleges, the Office of Undergraduate Programs, the
Admissions Office, the Registrar’s Office, and the faculty.

Please feel free to contact the SASS staff with any comments or
questions and, especially, to point out any errors or discrepancies in the
program. We’re working to make SASS a reliable, useful tool for
everyone engaged in student academic advising at FAU.

Dave Morgan
Director, Student Academic Support Systems
Boca Raton Campus, SU80, 145T
Ext.: 7-3065
e-mail: morgan@fau.edu

Stephanie Toolsie
Coordinator, Computer Systems Support
Boca Raton Campus, SU80, 148C
Ext.: 7-2434
e-mail: toolsie@fau.edu

Linda W. Palmer
Assistant Director, Student Academic Support Systems
Boca Raton Campus, SU80, 145B
Ext.: 7-2181
e-mail: lpalmer@fau.edu




                                   -31-
                          APPENDIX A
         FICE Codes for Florida Post-Secondary Institutions

FLORIDA PUBLIC UNIVERSITIES

001480    FLORIDA AGRICULTURAL & MECHANICAL UNIVERSITY
001481    FLORIDA ATLANTIC UNIVERSITY
001489    FLORIDA STATE UNIVERSITY
001535    UNIVERSITY OF FLORIDA
001537    UNIVERSITY OF SOUTH FLORIDA
009635    FLORIDA INTERNATIONAL UNIVERSITY
003954    UNIVERSITY OF CENTRAL FLORIDA
003955    UNIVERSITY OF WEST FLORIDA
009841    UNIVERSITY OF NORTH FLORIDA
032553    FLORIDA GULF COAST UNIVERSITY

FLORIDA PUBLIC COMMUNITY COLLEGES

001470    BREVARD COMMUNITY COLLEGE
001471    CENTRAL FLORIDA COMMUNITY COLLEGE
001472    CHIPOLA COMMUNITY COLLEGE
001475    DAYTONA BEACH COMMUNITY COLLEGE
001477    EDISON COMMUNITY COLLEGE
001484    FLORIDA COMMUNITY COLLEGE AT JACKSONVILLE
001485    FLORIDA KEYS COMMUNITY COLLEGE
001490    GULF COAST COMMUNITY COLLEGE
001493    INDIAN RIVER COMMUNITY COLLEGE
001500    BROWARD COMMUNITY COLLEGE
001501    LAKE CITY COMMUNITY COLLEGE
001502    LAKE-SUMTER COMMUNITY COLLEGE
001504    MANATEE COMMUNITY COLLEGE
001506    MIAMI-DADE COMMUNITY COLLEGE
001508    NORTH FLORIDA COMMUNITY COLLEGE
001510    OKALOOSA-WALTON COMMUNITY COLLEGE
001512    PALM BEACH COMMUNITY COLLEGE
001513    PENSACOLA COMMUNITY COLLEGE
001514    POLK COMMUNITY COLLEGE
001519    SANTA FE COMMUNITY COLLEGE
001520    SEMINOLE COMMUNITY COLLEGE
001522    SOUTH FLORIDA COMMUNITY COLLEGE
001523    ST JOHNS RIVER COMMUNITY COLLEGE

                                -32-
001528    ST PETERSBURG COMMUNITY COLLEGE
001533    TALLAHASSEE COMMUNITY COLLEGE
006750    VALENCIA COMMUNITY COLLEGE
007870    HILLSBOROUGH COMMUNITY COLLEGE
010652    PASCO HERNANDO COMMUNITY COLLEGE

FLORIDA PRIVATE COLLEGES AND UNIVERSITIES

010724    MIAMI INSTITUTE OF PSYCHOLOGY
025906    UNIVERSITY OF SARASOTA
021519    KEISER COLLEGE
021567    FLORIDA CHRIST COLLEGE
021596    FLORIDA BAPTIST THEOLOGICAL COLLEGE
012314    TRINITY INTERNATIONAL UNIVERSITY OF MIAMI
012574    RINGLING SCHOOL OF ART
007893    FLAGLER COLLEGE
008223    ST VINCENT DE PAUL SEMINARY
008075    ST JOHN VIANNEY COLLEGE
008848    WARNER SOUTHERN COLLEGE
008849    PALM BEACH ATLANTIC COLLEGE
008876    INTERNATIONAL FINE ARTS COLLEGE
001466    BARRY UNIVERSITY
001467    BETHUNE COOKMAN COLLEGE
001468    ST THOMAS UNIVERSITY
001469    FLORIDA INSTITUTE OF TECHNOLOGY
001473    CLEARWATER CHRIST COLLEGE
001478    EDWARD WATERS COLLEGE
001479    EMBRY RIDDLE AERONAUTICAL UNIVERSITY
001482    FLORIDA COLLEGE
001486    FLORIDA MEMORIAL COLLEGE
001487    ECKERD COLLEGE
001488    FLORIDA SOUTHERN COLLEGE
001495    JACKSONVILLE UNIVERSITY
001505    LYNN UNIVERSITY
001509    NOVA UNIVERSITY
001515    ROLLINS COLLEGE
001521    SOUTHEAST COLLEGE ASSEMBLY OF GOD
001526    ST LEO COLLEGE
001531    STETSON UNIVERSITY
001536    UNIVERSITY OF MIAMI
001538    UNIVERSITY OF TAMPA
001540    WEBBER COLLEGE



                                -33-
NOTES




    -34-

								
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