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User Documentation by gjjur4356

VIEWS: 7 PAGES: 98

									Louisiana Technical College




        User Guide

            for

Student Enrollment System




        Version 2.0
Table of Contents

REVISION CONTROL ................................................................................................................................3

PURPOSE ......................................................................................................................................................4

OVERVIEW ..................................................................................................................................................5

SYSTEM NAVIGATION / GENERAL SYSTEM FUNCTIONS.............................................................8
    LOGIN SCREEN ............................................................................................................................................8
    MAIN SCREEN ..............................................................................................................................................9
    KEYBOARD NOTES ....................................................................................................................................11
    TOOLBAR ...................................................................................................................................................11
    FIELD FUNCTIONALITY ..............................................................................................................................12
    SEARCH FUNCTIONALITY...........................................................................................................................13
       Student Search .....................................................................................................................................13
    DATAGRID FUNCTIONALITY ......................................................................................................................16
       Adding New Records............................................................................................................................16
       Deleting Records..................................................................................................................................19
       Editing Records....................................................................................................................................20
    ACCESSING REPORTS .................................................................................................................................24
SYSTEM MODULE FUNCTIONS ...........................................................................................................28
    CLASSROOM MAINTENANCE......................................................................................................................28
    INSTRUCTOR MAINTENANCE .....................................................................................................................35
    NON-CREDIT COURSE MAINTENANCE .......................................................................................................42
    TRANSFERRING INSTITUTION MAINTENANCE ............................................................................................49
    DATA DUMPS.............................................................................................................................................51
STUDENT MODULE FUNCTIONS.........................................................................................................54
    MASTER .....................................................................................................................................................54
    STUDENT PROGRAM ..................................................................................................................................59
    TRANSFER INFORMATION ..........................................................................................................................60
    TEST SCORES .............................................................................................................................................63
    PERKINS DATA ..........................................................................................................................................64
    EMPLOYMENT DATA..................................................................................................................................65
    ADDITIONAL ADMISSIONS DATA ...............................................................................................................66
    STUDENT PROGRAM EXIT ..........................................................................................................................67
TERM MODULE FUNCTIONS................................................................................................................68
    TERM SCHEDULE MAINTENANCE ..............................................................................................................68
    STUDENT REGISTRATION ...........................................................................................................................72
      Registering a Student ...........................................................................................................................72
      Withdrawing a Student from a Class ...................................................................................................74
    STUDENT GRADE MAINTENANCE ..............................................................................................................77
    CLASS ROSTER ..........................................................................................................................................79
    BATCH ROSTERS ........................................................................................................................................82
    OFFICIAL TRANSCRIPTS .............................................................................................................................83
TUITION MODULE FUNCTIONS ..........................................................................................................86
    STUDENT TUITION FINANCIAL AID ............................................................................................................86
    STUDENT TUITION .....................................................................................................................................91
    FISCAL SUMMARY .....................................................................................................................................95


LTC – Student Enrollment System                                                                                                     Wednesday, February 27, 2008
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Revision Control
The following table is provided to include a list of all revisions to the User Guide document:

Original           Revision       Orig   Pg     Reference        Comment                                Validated by    Date and
Date/Ver #         Date/Ver #     Pg                                                                                    Time
01/30/2008         02/27/2008                                    Updated title page and footers
Ver. 1.0           Ver. 2.0
Ver. 1.0           Ver. 2.0       48     48     Non-Credit       Replaced screenshot to reflect
                                                Course           updated screen
                                                Maintenance
Ver. 1.0           Ver. 2.0       50     50     Transferring     Replaced screenshot to reflect
                                                Institution      updated screen
                                                Maintenance
Ver. 1.0           Ver. 2.0       60-    60-    Transfer         Replaced screenshots in this section
                                  62     62     Information      to reflect the updated screen
Ver. 1.0           Ver. 2.0       67     67     Student          Replaced screenshot to reflect the
                                                Program Exit     updated screen
Ver. 1.0           Ver. 2.0       71-    72-    Student          Replaced screenshots in this section
                                  75     76     Registration     to reflect the updated screens
Ver. 1.0           Ver. 2.0       85-    86-    Student          Replaced screenshots in this section
                                  89     90     Tuition          to reflect the updated screens and
                                                Financial Aid    updated order of steps
Ver. 1.0           Ver. 2.0       90-    91-    Student          Replaced screenshots in this section
                                  93     93     Tuition          to reflect the updated screens




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Purpose
This document presents the functions of the Louisiana Technical College (LTC)’s Student
Enrollment System (SES). The content included in this User Guide is provided to assist in the
successful operation of SES.

This document is designed to provide step-by-step instructions for tasks completed in SES. Each
task will be described, and screenshots will be provided to demonstrate the proper navigation of
SES for each respective task. The data shown in the screenshots of this document is for format
review purposes only. Note that a user’s system access is dictated by the role assigned to that
user’s login.

The System screens available in the Windows application are not covered in this document but
are discussed in the System Administration Manual. These screens are administered by the
system administrator and are secured from other users.




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Overview
LTC’s SES is designed to assist in the replacement of the current student data management
system, Student Course Enrollment Access System (SCEAS), with a consolidated and normalized
SQL database and a web-interface.

Features and functions of SES include:

    1. A Web-based system providing the following functions:

         o   Setting campus defaults and processing term

         o   Campus term functions:

                  Maintaining non-credit and credit courses, classrooms, instructors, term schedule,
                  and term fees

                  Replicating schedules and fees for next term

                  Providing for credit by exam / challenge test – for transcript purposes

         o   Student demographic and term-related functions:
                Maintaining student master data, student transfer data, course transfer – history
                Providing a list of students and a list of students program enrolled/exit
                Changing a Social Security Number (SSN)
                Setting academic standing, student level, and Pell dates based on policies
                Providing for student notes and comments

         o   Student term-related and course-related functions:

                  Registering a student

                  Withdrawing a student

                  Maintaining grades

                  Printing individual and batch schedules, report cards, class and batch rosters, and
                  internal/unofficial transcripts

                  Calculating term grade point average (GPA)

         o   Miscellaneous data functions
                Exporting data
                Maintaining transferring institutions and student receivables
                Printing basic reports and official transcripts
                Deleting registrations for those not paid and with no third party payments

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                  Maintaining all student data (demographic and course)

    2. A Windows-based application for system functionality and maintenance

    3. A SQL database in which:

         o   Each campus will remain separate through security rights.

         o   The student’s data is traceable by the campus at which they are enrolled.

         o   Students are able to enroll at more than one (1) campus (cross enroll) or change from
             one (1) campus to another.

         o   Tuition information is maintained as it currently is in SCEAS.

         o   The campus can print official and unofficial transcripts for the student with all
             coursework, even from other LTC campuses.

    4. Extracting data for various reports, such as:
       o  Statewide Student Profile System (SSPS)
       o  Student Credit Hours (SCH)
       o  Annual Completers
       o  14th class day data
       o  Integrated Postsecondary Education Data System (IPEDS)
       o  LTC Annual Report
       o  Council on Occupational Education (COE) Report
       o  Student Transcript System (STS) data and ACT scores Financial Aid Data System
          (FADS)

    5. Multiple level (group and user) security including logon identifiers and passwords.
       Levels include:
       o  Row level security
       o  Read and report only
       o  Read, report, and editing of specific forms and reports
       o  Read, report, and editing of all forms and reports

    6. Documentation including:
       o  User Guide
       o  System Administration Manual
       o  Technical Manual

Strategic Business Solutions, Inc. (SBS) development standards were used for all tables, forms,
and reports to provide the system with a consistency that will facilitate accuracy of the
information, maintenance, upgradeability, and performance. SBS naming conventions were
employed in the development of the database tables to create consistency in design and to
simplify the system documentation and maintenance.

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The system is developed with the Microsoft .NET 2.0 Framework using Visual Basic .NET 2.0
and ASP.NET 2.0 (for the Web application only). The system has a Microsoft SQL 2005
backend. Screens are developed to display in 1024x768 resolution using Internet Explorer 6.0.
It is designed to operate with a single network server. It works within the security features
provided by Microsoft SQL 2005.




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System Navigation / General System Functions
This section contains information that is helpful in navigating SES and details the steps required
to perform common functions in the system.


Login Screen
The following is an example of the Login screen that appears when opening SES. Each user is
assigned a unique username and password to access the application.




 Field Name                  Description
 Username                    Login ID of the user
 Password                    Password of the user
 Login                       Opens SES
 Close                       Cancels the opening of SES and closes the Login screen




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Main Screen
The following is an example of the main screen that appears when a user opens SES. There are
four (4) modules in SES:
   1. Student
   2. Term
   3. Tuition
   4. System




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Click the name of the module to expand the menu and display the screens available in that
module. Likewise, a module can be collapsed to hide the screens in the module.

All modules have been expanded in the following screenshot to show the screens available in
each module.




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Keyboard Notes
The following keyboard functions can be helpful while working in SES.
Tab                         Moves the cursor to the beginning of the next field

Shift + Tab                       Moves the cursor to the beginning of the previous field

Alt + Arrow Down                  Allows the user to show the contents of a dropdown list
                                  without using the mouse
Arrow Right / Left                Allows the user to select option buttons without using the
                                  mouse
Space Bar                         Allows the user to check and uncheck checkboxes without
                                  using the mouse


Toolbar
To assist the user, a custom toolbar is available, which allows the user to navigate through the
data within the application.



  1   2     3

The buttons on the toolbar, numbered from one (1) to three (3) above, perform the following
functions:
   1. Saves information
   2. Opens the Student Search screen
   3. Opens the Reports Menu




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Field Functionality
The following table explains the functionality of fields in SES.

Field Color           Field Functionality      Definition
White                 Optional field           Field can be filled out or left blank
Yellow                Required field           Information must be entered for field
Gray                  Disabled field           Information cannot be input into field; data is
                                               read-only

The following screenshot provides examples of the field functionality:




When invalid data has been entered in a field, a pop-up message providing information regarding
the invalid data will appear upon clicking Save. A red exclamation mark (!) will also appear
next to the field with invalid data.




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Search Functionality
ALWAYS SEARCH FOR A STUDENT BEFORE ENTERING A NEW STUDENT.
The search filters throughout the system are defaulted to First Part search. The search filter
options are explained in the following table.

Search Filter       Description                  Example
F                   Matches full text entered    A full text search for First name of Mary will
                                                 return all records with a first name of Mary.
Fi                  Matches first part of text   A first part search for First name of M will
                                                 return all records with a first name beginning with
                                                 M.
A                   Matches any part of text     An any part search for First name of M will
                                                 return all records with a first name containing the
                                                 letter M.

All search screens in SES work the same. The search process is explained in the following
section using the Student Search screen as an example.


Student Search
SES allows users to search for and select a specific student. The following steps describe how to
search for a student.

     1. Click the Student Search icon on the toolbar to open the Student Search screen.




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    2. Enter the search criteria, then click Search.
       ALWAYS SEARCH FOR THE STUDENT BY SOCIAL SECURITY NUMBER
       FIRST. IF THERE IS NO MATCH, SEARCH AGAIN BY NAME.




         Click Clear to remove the search criteria and/or results. Click Cancel to close the
         Student Search screen without selecting a student.




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    3. To select a student, click Select on the row of the desired record. The Student Search
       screen will close and set the global student to the student selected. This student’s
       information will be displayed throughout the system.




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Datagrid Functionality
The following steps describe how to add, delete, and edit records within a datagrid.


Adding New Records
To add a new record:

    1. Click Add in the datagrid to enable the field(s) for entry of a new record.




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    2. Enter the information for the new record in the enabled fields. Click Cancel in the
       datagrid to exit the entry without saving.




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    3. Click Save on the toolbar, and the new record will populate in the grid.




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Deleting Records
To delete an existing record:

    1. Click Delete on the row of the record to be deleted.




    2. Click OK on the pop-up message to confirm the deletion and remove the data from the
       grid.




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Editing Records
To edit a previously saved record:

    1. Click View on the row of the record to be edited, and the information will populate the
       fields.




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    2. Click Edit to enable the fields for editing.




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    3. Modify the information, as necessary. Click Cancel to exit the entry without saving.




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    4. Click Save on the toolbar, and the edited record will populate in the grid.




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Accessing Reports
SES allows users to generate, view, and print reports. Not all reports in SES are accessed
through the Reports Menu. Reports accessed through other screens of the system are discussed
in the appropriate sections of this document.

The following reports are available in the Reports Menu:
   1. Batch Schedules
   2. COE Exits for Annual Report
   3. Cumulative Enrollment
   4. Detailed Head Count by Program
   5. Developmental Term FTE
   6. Instructor Load
   7. Internal Transcript – Unofficial
   8. Missing High School Grad Year
   9. Missing High School Names
   10. Perkins Information on Students
   11. Report Cards
   12. Room Utilization
   13. STS Detailed Student Transcript
   14. STS Student Graduation Verification
   15. Students by Name
   16. Students by SSN
   17. Term Exit Report
   18. Testing Information on Students




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The following steps describe how to access reports in the Reports Menu.

    1. To open the Reports Menu, click the Reports icon on the toolbar.




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    2. Select the report from the alphabetical list of reports, then click Preview.




    3. If the report has a parameter form, it will open and allow the user to specify record
       selection criteria used to limit the output of the report. Enter the appropriate information,
       then click View to preview the report.




             NOTE:
             For term reports, enter the requested terms as follows:
                YYYYFL – Fall semesters, example 2007FL
                YYYYSP – Spring semesters, example 2008SP
                YYYYSM – Summer terms, example 2008SM

              For annual reports, enter the beginning year requested as follows:
                 2006 – for the 2006-07 academic year (Summer 06 thru Spring 07)
                 2007 – for the 2007-08 academic year (Summer 07 thru Spring 08)



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         The report will open in a separate window as an Adobe Reader PDF document and can
         be printed using the Print icon on the toolbar.




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System Module Functions
This section details the steps required to perform common functions in the System module of
SES. The following screens are available in the System module and reviewed on the following
pages:
   •   Classroom Maintenance
   •   Instructor Maintenance
   •   Non-Credit Course Maintenance
   •   Transferring Institution Maintenance
   •   Data Dumps


Classroom Maintenance
This section describes how to maintain classroom information using the Classroom Maintenance
screen. The user can add a new classroom or edit information for an existing classroom.

    1. From the treeview, select System > Classroom Maintenance.




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    2. Upon initial access of the Classroom Maintenance screen, the fields will be empty.
       Proceed to Step 3 to add a new classroom and/or Step 4 to modify an existing classroom.




The Campus Property Manager or Campus Dean should provide classroom data for this
function. The classroom data is used to validate the room selected when building a schedule
for a new term and for the Property Management’s Room Utilization report.

ALWAYS SEARCH FOR THE ROOM PRIOR TO ENTERING A NEW ROOM. See step
3b for instructions on Searching for a classroom.




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To add a new classroom:

             a. Enter the information for the classroom, then click Save on the toolbar.




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             b. To enter additional classrooms, click New.




             c. The fields will clear to allow for entry of the new classroom information, then
                repeat Step 3a.




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    3. To modify an existing classroom:

             a. Click the Search icon for the Classroom number field to open the Classroom
                Search screen.




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             b. The Classroom Search screen will open. Search for and select a classroom. The
                Classroom Maintenance screen will be automatically populated with the
                information for the selected classroom.

                  This screen mirrors the functionality of other search screens in SES. Refer to the
                  Student Search section of this document for detailed instructions.




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             c. Modify the necessary information, then click Save on the toolbar.




             d. To modify additional classrooms, repeat Steps 4a – 4c.




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Instructor Maintenance
This section describes how to maintain instructor information using the Instructor Maintenance
screen. The user can add a new instructor or edit information for an existing instructor.

ALWAYS SEARCH FOR AN INSTRUCTOR PRIOR TO ENTERING A NEW
INSTRUCTOR.

    1. From the treeview, select System > Instructor Maintenance.




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    2. Upon initial access of the Instructor Maintenance screen, the fields will be empty.
       Proceed to Step 3 to add a new instructor and/or Step 4 to modify an existing instructor.




NOTE: ALWAYS SEARCH FOR AN INSTRUCTOR (see page 40) USING THE
SEARCH BUTTON ON THE SIDE OF THE PEOPLESOFT ID BEFORE ENTERING A
NEW INSTRUCTOR. IF YOU DO NOT FIND THE INSTRUCTOR, PROCEED WITH
ADDING A NEW INSTRUCTOR. IF YOU FIND THE INSTRUCTOR, GO TO #3, TO
MODIFY AN EXISTING INSTRUCTOR.




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To add a new instructor:

             a. Enter the information for the instructor, then click Save on the toolbar.




             b. If the instructor is associated with more than one (1) campus, additional campuses
                can be added to the datagrid. Refer to the Datagrid Functionality section of this
                document for detailed instructions.




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             c. To enter additional instructors, click New.




             d. The fields will clear to allow for entry of the new instructor’s information, then
                repeat Steps 3a and 3b.




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    3. To modify an existing instructor:

             a. Click the Search icon for the PeopleSoftID field to open the Instructor Search
                screen.




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             b. The Instructor Search screen will open. Search for and select an instructor. The
                Instructor Maintenance screen will be automatically populated with the
                information for the selected instructor.

                  This screen mirrors the functionality of other search screens in SES. Refer to the
                  Student Search section of this document for detailed instructions.




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             c. Modify the necessary information, then click Save on the toolbar.




             d. To modify additional instructors, repeat Steps 4a – 4c.




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Non-Credit Course Maintenance
This section describes how to maintain non-credit course information using the Non-Credit
Course Maintenance screen. The user can add a new non-credit course or edit information for
an existing non-credit course.

    1. From the treeview, select System > Non-Credit Course Maintenance.




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    2. Upon initial access of the Non-Credit Course Maintenance screen, the fields will be
       empty. Proceed to Step 3 to add a new non-credit course and/or Step 4 to modify an
       existing non-credit course.




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    3. To add a new non-credit course:

             a. Enter the information for the non-credit course, then click Save on the toolbar.




    PLEASE NOTE:
         A. CABBR—ALL NON-CREDIT COURSE ABBREVIATIONS (CABBR)
             MUST START WITH THE LETTER “Z”. SES already has the letter “Z”
             coded for you so you only need to provide the remainder of the CABBR.
         B. Course Number – the course number must be a 4-digit number. It can start
             with zeros.
         C. Course Description – The course description is the Name of the Course
         D. Campus – Select the appropriate campus
         E. CIP Code – Select the appropriate CIP code that corresponds to the course
         F. Course Type – Choose the type of course from the dropdown menu:
                i. Continuing Ed – Courses that are designed as an upgrade in basic skills
                    or are preparatory courses, such as Pre-GED classes
               ii. IWTP – All non-credit Incumbent Workers courses
              iii. Leisure Learning – Leisure type courses, such as Ballroom Dancing
              iv. Occupational – Non-IWTP occupational training for business, industry,
                    and the general public for work-related purposes
               v. Pathways – All non-credit Pathways courses
         G. Non-credit Hours – Enter the total number of CONTACT (Clock) Hours for
              each course
         H. Lab Fee – lab fee is an optional field to be used only if a fee other than tuition
              is required for the course.
         I.  Tuition – Enter the amount of tuition charged for each student. If there is no
              tuition for the course, enter $0.00.
         J.  Active? – Select ‘Yes’ to activate or ‘No’ to inactivate the course




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             b. To enter additional non-credit courses, click New.




             c. The fields will clear to allow for entry of the new non-credit course information,
                then repeat Step 3a.




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    4. To modify an existing non-credit course:

             a. Click the Search icon for the CABBR field to open the Non-Credit Course Search
                screen.




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             b. The Non-Credit Course Search screen will open. Search for and select a non-
                credit course. The Non-Credit Course Maintenance screen will be automatically
                populated with the information for the selected non-credit course.

                  This screen mirrors the functionality of other search screens in SES. Refer to the
                  Student Search section of this document for detailed instructions.




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             c. Modify the necessary information, then click Save on the toolbar.




             d. To modify additional non-credit courses, repeat Steps 4a – 4c.




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Transferring Institution Maintenance
This section describes how to maintain transferring institution information using the
Transferring Institution Maintenance screen. The user can add new transferring institutions, edit
information for existing transferring institutions, or delete transferring institutions.

    1. From the treeview, select System > Transferring Institution Maintenance.




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    2. Upon initial access of the Transferring Institution Maintenance screen, the fields will be
       disabled. The datagrid on this screen mirrors the functionality of other datagrids in SES.
       Refer to the Datagrid Functionality section of this document for detailed instructions.

         Check the Institution List grid to ensure the transferring institution is not already in the
         system before adding a new record.




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Data Dumps
This section describes how to use the Data Dumps screen. The user can run extracts to be
exported to Excel.

    1. From the treeview, select System > Data Dumps.




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    2. Select the extract to be performed from the Data Dump dropdown. The applicable filter
       fields will become enabled and required; the other(s) will remain disabled.




         a. Select the appropriate campus from the dropdown list
         b. Select the term from the dropdown list for term Data Dumps or enter the Academic
            year as follows for annual reports:
            For annual reports, enter the beginning year requested as follows:
               2006 – for the 2006-07 academic year (Summer 06 thru Spring 07)
                           c. 2007 – for the 2007-08 academic year (Summer 07 thru Spring 08)




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                                  Click Run Data Dump to export the information to Excel.




         NOTE: If the Academic Standing and Student Level List data dump is chosen, a pop-up
               screen will appear containing the filter information for the export.

    3. Click Open to view the file in Excel, or click Save to select the path and file name for the
       extract.




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Student Module Functions
This section details the steps required to perform common functions in the Student module of
SES. The following screens are available in the Student module and reviewed on the following
pages:
   •   Master
   •   Student Program
   •   Transfer Information
   •   Test Scores
   •   Perkins Data
   •   Employment Data
   •   Additional Admissions Data
   •   Student Program Exit


Master
This section describes how to maintain a student’s demographic data using the Master screen.
This screen will allow the security authorized user to enter and edit student information.

    1. From the treeview, select Student > Master.




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    2. Upon initial access of the Master screen, the fields will either be empty (if no student has
       been loaded into the system) or populated with the currently loaded student’s
       information. Proceed to Step 3 to add a new student and/or Step 4 to modify an existing
       student.

         ALWAYS DO A SEARCH BEFORE ENTERING A NEW STUDENT. Refer to the
         Student Search section of this document for detailed instructions.




REMINDER: A First time student is a student that NEVER attended ANY
postsecondary college or university or any other LTC Campus or has
attempted less than 12 credit hours.




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To add a new student:

             a. If the fields are empty, enter the information for the student, then click Save on
                the toolbar. If the fields are populated with another student’s information,
                proceed to Step 3b.

                  NOTE: If you do not have the student’s social security number
                  then follow this format: use nnn000001, nnn000002 where nnn
                  is your campus id. Once you receive the actual SSN, contact
                  Mary DeVille to change it in the system.

                  Comments cannot be added for a student until the record has been saved. To
                  enter comments, begin typing in the Comments box, then click Save.




             b. If STS data is needed for the student, select the ‘Yes’ button for Need STS data?
                Do not enter any other information into this section until the STS process is
                completed. The STS process will be run weekly and the data found in the STS
                system will be imported into this section at that time.




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                  To enter additional students, click New.




             c. The fields will clear to allow for entry of the new student’s information, then
                repeat Step 3a.




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    3. To modify information for an existing student:

             a. Search for and select a student. Refer to the Student Search section of this
                document for detailed instructions. The Master screen will be automatically
                populated with the information for the selected student.

             b. Modify the necessary information, then click Save on the toolbar.




             c. To modify additional students, repeat Steps 4a and 4b.




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Student Program
This section describes how to maintain a student’s program information using the Student
Program screen. This screen will allow the security authorized user to enter and edit a student’s
program-related information.

    1. From the treeview, select Student > Student Program.

         NOTE: The user must have a student loaded in the system to view this screen. Use the
               Student Search screen to load a student or change the student that is currently
               loaded in the system.

    2. Upon initial access of the Student Program screen, the fields will be disabled. The user
       can add, edit, and delete programs in the Program datagrid. The datagrid on this screen
       mirrors the functionality of other datagrids in SES. Refer to the Datagrid Functionality
       section of this document for detailed instructions.




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Transfer Information
This section describes how to maintain a student’s transfer information using the Transfer
Information screen. This screen will allow the security authorized user to enter and edit a
student’s transfer information by:
    •  Recording the transferring institution(s) for a student.
    •  Capturing individual course work transferred from another institution.


    1. From the treeview, select Student > Transfer Information.

         NOTE: The user must have a student loaded in the system to view this screen. Use the
               Student Search screen to load a student or change the student that is currently
               loaded in the system.

    2. Upon initial access of the Transfer Information screen, the fields will be disabled. The
       datagrids on this screen mirror the functionality of other datagrids in SES. Refer to the
       Datagrid Functionality section of this document for detailed instructions.




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    3. To relate the student to a transferring institution, click Add in the Student Transfer Data
       List datagrid to enable the fields in the Student Transfer Data groupbox.




    4. Enter the necessary information, and click Save on the toolbar to populate the grid.

         NOTE: If the transferring institution is not in the dropdown list, add the institution on
               the Transferring Institution Maintenance screen in the System module.




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    5. Once the student has been related to a transferring institution, transfer or historical course
       work can be entered. Click Add in the Transfer Course List datagrid to enable the fields
       in the Transfer Courses groupbox to transfer a course.




    6. Enter the necessary information, and click Save on the toolbar to populate the grid.

         NOTE: The Transferring Institution dropdown list in the Transfer Courses groupbox is
               populated based on the institution(s) related to the student in the Student
               Transfer Data List (Refer to Steps 3 and 4).




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Test Scores
This section describes how to use the Test Scores screen. This screen will allow the security
authorized user to enter and edit a student’s test scores.

    1. From the treeview, select Student > Test Scores.

         NOTE: The user must have a student loaded in the system to view this screen. Use the
               Student Search screen to load a student or change the student that is currently
               loaded in the system.

    2. Upon initial access of the Test Scores screen, the fields for the datagrids will be disabled.
       If a student is exempt from test scores, click Yes for Exempt from test scores? and
       provide a reason. Otherwise, proceed to Step 3 to enter test score information.

         The datagrids on this screen mirror the functionality of other datagrids in SES. Refer to
         the Datagrid Functionality section of this document for detailed instructions.




    3. Click Add in the appropriate datagrid to enable the fields for data entry.


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    4. Enter the necessary information, and click Save on the toolbar to populate the grid.

Perkins Data
This section describes how to use the Perkins Data screen. This screen will allow the security
authorized user to record a student’s Perkin’s information.

    1. From the treeview, select Student > Perkins Data.

         NOTE: The user must have a student loaded in the system to view this screen. Use the
               Student Search screen to load a student or change the student that is currently
               loaded in the system.

    2. Answer the questions on screen, then click Save on the toolbar.




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Employment Data
This section describes how to use the Employment Data screen. This screen will allow the
security authorized user to record a student’s employment information.

    1. From the treeview, select Student > Employment Data.

         NOTE: The user must have a student loaded in the system to view this screen. Use the
               Student Search screen to load a student or change the student that is currently
               loaded in the system.

    2. Enter the information for the student, then click Save on the toolbar.




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Additional Admissions Data
This section describes how to use the Additional Admissions Data screen. This screen will allow
the security authorized user to record a student’s admission information, including
immunizations and emergency contact information.

    1. From the treeview, select Student > Additional Admissions Data.

         NOTE: The user must have a student loaded in the system to view this screen. Use the
               Student Search screen to load a student or change the student that is currently
               loaded in the system.

    2. Enter the information for the student, then click Save on the toolbar.




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Student Program Exit
This section describes how to use the Student Program Exit screen. This screen will allow the
security authorized user to enter a student’s program exit information.

    1. From the treeview, select Student > Student Program Exit.

         NOTE: The user must have a student loaded in the system to view this screen. Use the
               Student Search screen to load a student or change the student that is currently
               loaded in the system.

    2. Select the program from which the student is exiting from the Program exiting dropdown
       list and enter any other applicable information, then click Save on the toolbar.




Please follow these guidelines in using this EXIT screen:
    •    When a degree-seeking student completes the program in which he enrolled then enter
         the PROGRAM EXIT DATE on the EXIT screen for that student.
    •    When a degree-seeking student exits with a credential which is different from the one in
         which he originally enrolled, enroll the student into the new credential (TCA or CTS)
         then EXIT the student from the new credential using the PROGRAM EXIT DATE on the
         EXIT screen. Make sure the enrolled date and exit date are at least one day apart.
    •    When a degree-seeking student withdraws from the college (leaves the campus with no
         intention of returning and did not complete any credential) then you enter the LAST
         DATE ATTENDED on the EXIT screen.
    •    If a student completes specialized training courses and DOES NOT receive
         a credential, do nothing on the EXIT SCREEN - the student is NOT WITHDRAWING
         OR COMPLETING CERTIFICATION FOR CREDENTIALS.
    •    If a student completes a non-credit course, do nothing -- the student is not withdrawing or
         completing certification for a credential.

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Term Module Functions
This section details the steps required to perform common functions in the Term module of SES.
The following screens are available in the Term module and reviewed on the following pages.
   •   Term Schedule Maintenance
   •   Student Registration
   •   Student Grade Maintenance
   •   Class Roster
   •   Batch Rosters
   •   Official Transcripts

Term Schedule Maintenance
This section describes how to use the Term Schedule Maintenance screen. This screen will
allow the security authorized user to maintain the schedule of classes at a campus by term and
course type.

    1. From the treeview, select Term > Term Schedule Maintenance.

    2. Select the Campus, Term, and Course type from the dropdown lists in the Term Filter
       groupbox.




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    3. The classes will populate in the Term Class Schedule datagrid. Classes can be added,
       edited, or deleted. The datagrid on this screen mirrors the functionality of other
       datagrids in SES. Refer to the Datagrid Functionality section of this document for
       detailed instructions.




         To add a class, select the Add button;
          d. Select the CABBR and Course Number (Use the dropdown button)
          e. Enter the three-digit Section Number –
          NOTE: For Distance/Electronic Learning classes, the first digit of the section number
          is to be designated by a letter as indicated below followed by a two-digit number that is
          in the 90’s, with ‘91’ used for section 1, ‘92’ used for section 2, and so on.
            o Distance/Electronic Learning Designations:
                      C = Compressed Video (Completely)                 Example: C91
                      V = Compressed Video (Hybrid/Blended)             Example: V91
                      I = Internet (Completely)                         Example: I91
                      B = Internet (Hybrid/Blended)                     Example: B91
         f.     Select the Room Number (Use the dropdown button) – To add a classroom number
                that does not appear in the dropdown box, see Classroom Maintenance under
                System Module Functions
         g.     Select the Instructor (Use the dropdown button) – To add an instructor whose name
                does not appear in the dropdown box, see Instructor Maintenance under System
                Module Functions
         h.     Enter Start Date, End Date, Start Time, End Time, and Number of Weeks
         i.     Lab Fee – enter fee associated with the class, if any
         j.     Select Meeting Days
         k.     If applicable, comments may be entered. The comments field may be used if
                additional course meeting times are required. This field can also be used if the
                class is “team” taught. Add the additional instructor’s name here.
         l.     Enter Max. students – Maximum number of students that can be enrolled
         m. Enrolled – the number of students currently enrolled will display automatically


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    4. To print the Campus Term Schedule report, click Print Schedule.




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    5. The report will open in a separate window as an Adobe Reader PDF document and can
       be printed using the Print icon on the toolbar.




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Student Registration
This section describes how to use the Student Registration screen. This screen will allow the
security authorized user to register a student for classes or withdraw a student from a class.


Registering a Student
To register a student:

    1. Click the Student Search icon on the toolbar to search for and select a student. Refer to
       the Student Search section of this document for detailed instructions.

    2. From the treeview, select Term > Student Registration. The Student Registration screen
       will be populated with the information for the selected student.

    3. Select the Campus, Term, and Course type from the dropdown lists in the Student /
       Campus / Term groupbox.




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    5. The remainder of the fields for the datagrids will be disabled. Classes can be added,
       edited, or deleted from the Schedule datagrid. The datagrid on this screen mirrors the
       functionality of other datagrids in SES. Refer to the Datagrid Functionality section of
       this document for detailed instructions.

    6. Click Add in the Schedule datagrid to enable the fields to select a Course and a Class.
       The Registration date will default to the current date.




    7. Then click Save on the toolbar to populate the grid.

    8. Repeat Steps 6 and 7 until the desired schedule has been created.

    9. To preview the Student Schedule report, click Print Schedule.

    10. The report will open in a separate window as an Adobe Reader PDF document and can
        be printed using the Print icon on the toolbar.




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Withdrawing a Student from a Class
To withdraw or drop a student from a class:

    1. Click the Student Search icon on the toolbar to search for and select a student. Refer to
       the Student Search section of this document for detailed instructions.

    2. From the treeview, select Term > Student Registration. The Student Registration screen
       will be populated with the information for the selected student.

    3. Select the Campus, Term, and Course type from the dropdown lists in the Student /
       Campus / Term groupbox to pull up the student’s schedule.




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    4. In the Schedule datagrid, click View on the row of the class from which the student is
       withdrawing. The class information will then populate in the fields above the datagrid
       and the Edit feature will become available.

    5. Click Edit to enable the fields.




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    6. Enter the Withdraw date, then click Save on the toolbar.




Note: A withdrawal automatically assigns a grade of “X” prior to the 14th day of the semester
(7th day for summer term) and a “W” after the 14th day of the semester (7th day for summer
term).




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Student Grade Maintenance
This section describes how to use the Student Grade Maintenance screen. This screen will allow
the security authorized user to enter grades for a class.

    1. From the treeview, select Term > Student Grade Maintenance.

    2. Select the Campus, Term, and Class from the dropdown lists.




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    3. The students enrolled in the selected class will populate in the Registered Students
       datagrid. Enter the Grade for the first student, then tab to enter the Absences. Click tab
       again to enter the grade and absences for the next student, and so on.




    4. Once all grades for the class have been entered in the datagrid, click Save on the toolbar.

    5. To enter grades for another class, select another class from the Class dropdown list and
       repeat Steps 3 and 4.




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Class Roster
This section describes how to use the Class Roster screen. This screen will allow the security
authorized user to view and print class rosters for existing classes.

    1. From the treeview, select Term > Class Roster.

    2. Select the Campus, Term, and Class from the dropdown lists in the Filter groupbox.




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    3. The data for the selected class will populate in the fields and grid. The user may view the
       roster on the screen, or click Print to open the Class Roster report.




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    4. The report will open in a separate window as an Adobe Reader PDF document and can
       be printed using the Print icon on the toolbar.




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Batch Rosters
This section describes how to use the Batch Rosters screen. This screen will allow the security
authorized user to view and print batch rosters for existing campuses and terms.

    1. From the treeview, select Term > Batch Rosters.

    2. Select the Campus and Term from the dropdown lists.




    3. Click the appropriate button to open the corresponding report.

    4. The report will open in a separate window as an Adobe Reader PDF document and can
       be printed using the Print icon on the toolbar.




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Official Transcripts
This section describes how to use the Official Transcripts screen. This screen will allow the
security authorized user to request, view, and print official transcripts for students.

    1. From the treeview, select Term > Official Transcripts.

    2. Upon initial access of the Official Transcripts screen, the fields will be disabled. Click
       Add in the datagrid to open the Student Search screen to request a transcript.




    3. Search for and select a student. Refer to the Student Search section of this document for
       detailed instructions on how to use the Student Search screen.




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    4. Enter the necessary information, then click Save on the toolbar.

         The datagrid on this screen mirrors the functionality of other datagrids in SES. Refer to
         the Datagrid Functionality section of this document for detailed instructions.




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    5. Once all transcript requests are entered, click Print to open the Official Transcript report.




    6. The report will open in a separate window as an Adobe Reader PDF document and can
       be printed using the Print icon on the toolbar.




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Tuition Module Functions
This section details the steps required to perform common functions in the Tuition module of
SES. The following screens are available in the Tuition module and reviewed on the following
pages.
   •   Student Tuition Financial Aid
   •   Student Tuition
   •   Fiscal Summary


Student Tuition Financial Aid
This section describes how to use the Student Tuition Financial Aid screen. This screen will
allow the security authorized user to view student tuition and fees and apply exemptions,
deferments, and financial aid.

    1. From the treeview, select Tuition > Student Tuition Financial Aid.

    2. Select the term from the Term dropdown list.




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    3. Set the fees for the student. Some fees are required and will be automatically charged to
       the student, while other fees are optional.

         NOTE: The fees for a student may be set on either the Student Tuition Financial Aid or
               the Student Tuition screen.

             a. Click Set Fee to apply the fee.

                  NOTE: If a fee requires additional information for calculation, the user will be
                        prompted to enter additional information. Click Update to apply the fee.

             b. Click Remove to remove the fee.




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    4. Enter any exemption and deferment information, then click Save on the toolbar to update
       the calculations on the screen.




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    5. Click Add in the datagrid to enter the student’s financial aid information. The fields
       below the datagrid will be enabled for entry.

         The datagrid on this screen mirrors the functionality of other datagrids in SES. Refer to
         the Datagrid Functionality section of this document for detailed instructions.




    6. To open the Promissory Note report, click View Promissory Note.




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    7. The report will open in a separate window as an Adobe Reader PDF document and can
       be printed using the Print icon on the toolbar.




    8.   Registrations (student schedules) will be deleted for any students with Active? set to No
         when the Purge function is performed.

    9. Proceed to the Student Tuition screen to apply any other payments.




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Student Tuition
This section describes how to use the Student Tuition screen. This screen will allow the security
authorized user to view student tuition and fees and apply payments.

    1. From the treeview, select Tuition > Student Tuition.

    2. Select the term from the Term dropdown list.




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    3. Set the fees for the student. Some fees are required and will be automatically charged to
       the student, while other fees are optional.

         NOTE: The fees for a student may be set on either the Student Tuition Financial Aid or
               the Student Tuition screen.

             a. Click Set Fee to apply the fee.

                  NOTE: If a fee requires additional information for calculation, the user will be
                        prompted to enter additional information. Click Update to apply the fee.

             b. Click Remove to remove the fee.




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    4. Click Add in the datagrid to enter the student’s payment information. The payment fields
       will be enabled for entry.

         The datagrid on this screen mirrors the functionality of other datagrids in SES. Refer to
         the Datagrid Functionality section of this document for detailed instructions.




    5. Once a student has paid the total bill (Amount Due is zero) or all financial aid
       sources have been identified that will pay for the student, select the ACTIVE button.
       Registrations (student schedules) will be deleted for any students with Active? set to
       No when the Purge function is performed.

         The PURGE function will be performed at the end of the 13th day for Fall and
         Spring semesters and the 6th day for the summer term. A list of potential students
         to be purged will be sent to the campuses prior to the actual purge.

    6. To open the Tuition and Fee Receipt report, click Print Receipt.




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    7. The report will open in a separate window as an Adobe Reader PDF document and can
       be printed using the Print icon on the toolbar.




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Fiscal Summary
This section describes how to view fiscal reports using the Fiscal Summary screen. This screen
will allow the security authorized user to view a report as a PDF document or open a report in
Excel.

    1. From the treeview, select Tuition > Fiscal Summary.

    2. Select the Campus and Term from the dropdown lists. Proceed to Step 3 to view a fiscal
       report as a PDF document and/or Step 4 to open a fiscal report in Excel.




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    3. To view a fiscal report:

             a. Click the appropriate button under Reports.




             b. The report will open in a separate window as an Adobe Reader PDF document
                and can be printed using the Print icon on the toolbar.




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    4. To open a fiscal report in Excel:

             a. Click the appropriate button under Excel.




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             b. Click Open to view the file in Excel, or click Save to select the path and file name
                for the extract.




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