Approver eachievement

Transcription

1 Apprver eachievement Overview Apprved administratrs authrize the additin f c-curricular achievements (als knwn as experiences) taking place utside f the classrm t a student s fficial academic recrd. Students can then chse t display these experiences n a Recrd f Experiential and Applied Learning (REAL) that will be attached t their fficial university transcript. The prcess that will allw an administratr t add an experience t a student s recrd is initiated by an electrnic request frm called eachievement. The eachievement dcument is ruted electrnically t the users wh are required t apprve the dcument. eachievement is available thrugh One.IU fr use at any time during the semester. The task in One.IU is labeled eachievement (Administrative). Users need the SIS rle SR E Initiatr 2 AR t initiate dcuments. Ndes f apprval are set fr each academic unit that is required t review and/r apprve the eachievement request. Nte: If yu are part f the rute path fr the dcument yu initiated, yu may be skipped due t the fact that yu initiated the dcument (this setup varies by campus). Assessment Authrity Final Authrity Registrar (Registrar s Office at the institutin where the experience is being awarded) Once all apprvals are secured, SIS will be autmatically updated. Once the dcument is submitted, the initiatr will receive an ntificatin that the request was made. If any apprver cancels r disapprves the dcument, the experience will nt pst in SIS. Once the dcument is apprved and the experience is psted in SIS: cnfirmatin will be sent t the initiatr and t the University address f the student. The achievements can be viewed n the student s Recrd f Experiential and Applied Learning, which can be previewed thrugh the Student Center in One.IU. Steps Apprver Actin 1. Lg int ne.iu.edu. 2. In the Search bar, type actin list and press Enter. 3. Click the Actin List task. 4. The Actin List will display. The initial srt is by dcument ID. Yu can srt this page by any f the links at the tp f the list (ID, Type, Rute Status, Initiatr, etc.). T srt, duble click n the 2016 Indiana University Page: 1 N prtin f this dcument may be reprduced r distributed externally withut the express written permissin f Indiana University.

2 Apprver eachievement underlined title f the clumn and the list will srt by that clumn. Yu can als filter the list by Dcument Type by selecting the drp dwn at the tp f the page. The Initiatr clumn displays the name f the administratr wh initiated the dcument. The Title clumn cntains pertinent infrmatin specific t the request, which may help in srting and filtering a list amng the wrkgrup. The title includes the achievement type, achievement categry, institutin, career, begin term, and experience title (first 25 characters)/subtitle (first 25 characters). 5. Click n the Lg icn fr detail f when the request was submitted. It als prvides ther infrmatin related t the dcument. 6. In the Actin List, click n the dcument ID t access the request Indiana University Page: 2 N prtin f this dcument may be reprduced r distributed externally withut the express written permissin f Indiana University.

3 Apprver eachievement 7. Once the dcument is retrieved, yu need t review it t determine whether apprval may be granted. Apprve: Reviewer apprves actin and submits fr next level f apprval r update t SIS. Disapprve: Reviewer disapprves actin and ntificatin f that actin will be returned t the initiatr and any previus apprvers f the dcument. A nte shuld be added t explain why the dcument was disapprved. Cancel: Reviewer has received ntice frm the initiatr that the dcument shuld be cancelled. Hld: The dcument has been reviewed, but is nt ready fr actin. If yu click the hld buttn, the fllwing message will be displayed: Achievement Request has been placed n hld! The dcument has been marked with yur username in the actin list. When a dcument has been placed n hld, users in the wrkgrup will see the netwrk ID f the user wh placed the dcument n hld next t the Dcument ID when they view their Actin List. Hlding a dcument des nt lck thers frm accessing the dcument nr des it prevent anyne else frm taking actin Indiana University Page: 3 N prtin f this dcument may be reprduced r distributed externally withut the express written permissin f Indiana University.

4 Apprver eachievement The netwrk id n the dcument in the actin list will be remved when the dcument is apprved. The Ntes field may be used by apprver. Ntes shuld always be used if disapprving r cancelling a request t explain the reasn fr such actin. Nte that Ntes are visible t anyne n the rute path. D nt enter any infrmatin that shuld nt be cnsidered part f the academic recrd, t be viewed by persnnel in the academic departments, schls, r the Registrar. Click Add Nte after typing in the Ntes bx t apply the nte t the dcument. Once a nte is added, the message will display: Nte Added t Dcument ID #. 8. Depending n the achievement type, sme experiences will be measured in semesters and ther will be measured in hurs. If the experience is measured in semesters, the Semesters Held fr the experience are autmatically calculated and display as a read-nly field n the dcument. If the experience is measured in hurs, yu shuld cnfirm that the value in the Hurs field is accurate. If it is inaccurate, yu can edit this field befre taking actin n the dcument. A nte will autmatically be added t the dcument whenever an apprver edits the Hurs field. All previus apprvers will receive a Dcument Change Ntificatin when the hurs are updated. Fr experiences measured in semesters r hurs yu can click the i infrmatin icn next t Semester/s t see the semesters applied t this experience. 9. If the dcument is ready fr apprval, click Apprve. Once the dcument is apprved, the fllwing message is displayed. 10. When yu are finished reviewing/apprving the request(s), clse the brwser windw. 11. After all required apprvals are secured, the achievement will be psted in SIS. If there is an errr in prcessing, the dcument will g t the super-user grup fr reslutin. Once the dcument is in FINAL status, the initiatr and the student will receive a Dcument Apprval message cnfirming the experience was successfully psted t SIS. When a dcument is apprved, disapprved, r cancelled, a nte is autmatically added t the dcument shwing the ID f the apprver. If the eachievement request Disapprved r Cancelled: The achievement will nt be psted in SIS. Ntificatin will be sent t the initiatr and the student. If there is an errr in prcessing, the dcument will g t EXCEPTION status and the super-user grup will research and reslve the issue. A nte is added t the dcument explaining the errr that ccurred Indiana University Page: 4 N prtin f this dcument may be reprduced r distributed externally withut the express written permissin f Indiana University.

5 Apprver eachievement Additinal Infrmatin: The peratr ID, creatin date, and cmment text are stred. If a campus requires apprval befre a dcument can be prcessed and n apprvals are received, the dcument will g t EXCEPTION status. If a dcument is enrute and the experience details (title, subtitle, prvider, lcatin) change in the cntrl table, the new values will be reflected n the dcument immediately. If the dcument is enrute and semesters specified n the dcument upn initiatin are n lnger enrlled, a message will be displayed at the tp f the page and may require a specific actin. If the beginning r ending semester is n lnger enrlled, a red warning will display at the tp f the page indicating that the dcument is n lnger valid and shuld be cancelled. If the dcument is apprved, it will g t exceptin. A nte will be added t the dcument after actin is taken explaining why it went t exceptin. If a semester between the beginning and ending semesters is n lnger enrlled, a blue message will display t the first persn viewing the dcument. A nte will be added t the dcument explaining which term/s were remved. Als, a Dcument Change Ntificatin will be sent t the initiatr indicating that the terms were recalculated Indiana University Page: 5 N prtin f this dcument may be reprduced r distributed externally withut the express written permissin f Indiana University.