LCTCS Student Workflows (Admissions & Registrar)

Transcription

1 LCTCS Student Workflows (Admissions & Registrar)

2 TABLE OF CONTENTS How to Access Workflow... 3 Locate Information for Specific Student/Workflow... 3 REGISTRAR WORKFLOWS... 4 Course Section Cancelled Notification Workflow (College Name Section Cancelled; Example BRCC Section Cancelled)... 4 Student Status Change Notification Workflow (College Name Student Status Change; Example BRCC Student Status Change)... 6 Student Withdrawal Notification Workflow (College Name Student Withdrawal; BRCC Student Withdrawal)... 8 College Initiated Drop/Withdraw (College Name SZPNOSH; Example BPCC SZPNOSH) Last Day Attend (College Name Last Attend; Example BRCC Last Attend) No show (College Name Last Attend; Example BRCC No Show) Graduation (College Name Last Attend; Example BRCC Graduation) DP Workflow Change of Program (COP) Workflow ADMISSIONS WORKFLOWS Application Decision (College Name APP DECISIONS; Example BRCC APP DECISIONS) Application Hold (College Name APP HOLD; Example BRCC APP HOLD) Transcript Evaluation (College Name EVAL TRANS; Example BRCC EVAL TRANS) Appendix A: How to Get a Workflow Activated Appendix B: How to Request a Role for End User or Terminate Role Appendix C: Active Workflows Appendix D: Currently Assigned Roles... 36

3 HOW TO ACCESS WORKFLOW Access LoLA at the following web address ( Enter your User Name (if you haven t gotten your username and password yet contact the HR department) Enter your Password Select Login Select Workflow (lower right hand corner) Enter your LoLA Credentials again Select Submit LOCATE INFORMATION FOR SPECIFIC STUDENT/WORKFLOW Select Workflow Status Search left side of the screen Search Box appears in the middle of the page. You can search using any of the parameters provided. o Here is an example: Workflow Organization: should always be Root + your college (ex. Root. NSHORE). Use drop down arrow to locate your colleges Workflow Specifics Name: If the workflow was built by LCTCS you can search using the persons Banner ID If the workflow was built by Ellucian you have to search by Workflow name or student name. Once you enter your search parameters select Search You will get a list of all workflow s that fall within your parameters To view the information for a specific workflow select the name in the second column Select Workflow Details Workflow Details will show you when the was sent If you scroll to the bottom of the page and look in the block titled Context Parameters you will see the variables pulled to trigger the and variables put into the . Note: Examples of the actual verbiage of the are in the workbook.

4 REGISTRAR WORKFLOWS COURSE SECTION CANCELLED NOTIFICATION WORKFLOW (COLLEGE NAME SECTION CANCELLED; EXAMPLE BRCC SECTION CANCELLED) DESCRIPTION: The Course Section Cancelled workflow is initiated when a course section is cancelled in Banner. Any students who were registered in the course are notified. Individuals in the Registrar Office Clerk role are also notified if any student does not have a preferred address. Two parallel activities send notifications about the course section cancellation. o All students who were registered in the course (if they have a preferred address on the Address Form, GOAEMAL) are notified. o The Registrar is notified if any students do not have a preferred address. For cancellations to be included in the the following items must be completed: o Drop the registered students from the course using the status code of CC. o Change the course section status to cancelled using the status code C. NOTIFICATION ROLE ASSIGNMENT(S): Owner: Registrar Notification purposes only: Registrar Office Clerk PROCESS DIAGRAM:

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6 STUDENT STATUS CHANGE NOTIFICATION WORKFLOW (COLLEGE NAME STUDENT STATUS CHANGE; EXAMPLE BRCC STUDENT STATUS CHANGE) DESCRIPTION: The Student Status Change Notification workflow is initiated when a student s time status in a given term is changed from full-time to less than full-time in Banner. Specifically, the workflow will send notification if the student s time status changes from FT to one of these three values (3Q, HT, or LH). This typically happens when a student drops or withdraws from a course. Parallel activities notify the appropriate college personnel when a status change has occurred. The Financial Aid Office is notified if the student has a financial aid application record (ROASTAT form) for any financial aid year. If the student has a primary advisor configured on SGAADVR and the advisor has a preferred , the advisor is notified. The Athletics Department is notified if the student is an athlete. The Athletics code must to be entered on the SGASPRT form for the student as seen below: The Housing Office is notified if the student has campus housing. NOTIFICATION ROLE ASSIGNMENT(S): Owner: Registrar Notification Purposes Only: Financial Aid Clerk Housing Manager Athletics Department

7 PROCESS DIAGRAM:

8 STUDENT WITHDRAWAL NOTIFICATION WORKFLOW (COLLEGE NAME STUDENT WITHDRAWAL; BRCC STUDENT WITHDRAWAL) DESCRIPTION: The Student Withdrawal Notification workflow is initiated when a student s term enrollment status is changed to Withdrawn in Banner. Parallel activities notify the appropriate college personnel when the withdrawal status is entered. The Accounts Receivable Office is notified if the student has an accounts receivable balance. The Veterans Office is notified if the student is a veteran. The Financial Aid Office is notified with a manual workflow activity if the student has a financial aid application record (on ROASTAT) for the financial aid year. The Financial Aid Clerk is instructed to adjust aid as necessary. The workflow waits for the Financial Aid Clerk to complete the activity which confirms that aid has been adjusted before the outstanding balance is calculated and Accounts Receivable is notified. If the student has a primary advisor configured on SGAADVR and the advisor has a preferred , the Advisor is notified. The Athletics Department is notified if the student is an athlete. The Athletics code must to be entered on the SGASPRT form for the student as seen below: The International Office is notified if the student is an international student. The Residential Life Office is notified if the student has campus housing. NOTIFICATION ROLE ASSIGNMENT(S): Owner: Registrar Notification Purpose Only: o Athletics Department o Veterans Affairs o International Affairs o Residential Life o Accounts Receivable Completion of Workflow Activity: Financial Aid Clerk

9 PROCESS DIAGRAM:

10 (S): Advisor Veterans Affairs

11 Athletics Department

12 International Affairs

13 COLLEGE INITIATED DROP/WITHDRAW (COLLEGE NAME SZPNOSH; EXAMPLE BPCC SZPNOSH) DESCRIPTION: The College Initiated Drop/Withdraw workflow is initiated when a student s registration status code is changed to Drop/Withdrawn in Banner. Parallel activities notify the appropriate college personnel when the drop/withdrawal status is entered. This workflow is kicked off when SZPNOSH is used to update the registration status on the student s SFAREGS record. NOTIFICATION ROLE ASSIGNMENT(S): Owner: Registrar Notification Purpose Only: Student Instructor PROCESS DIAGRAM:

14 (S): The signature line for the workflow is coming from STVINIT. Here are the codes used for your college: College Student s Instructor BRCC BR BR BPCC CA CN CENLA ER ER DCC FR FR DELTA JR JR FTCC GR GR NSHORE LR LR NUNEZ NR NR NWLTC MR MR RPCC OR OR SCLTC PR PR SLCC QR QR SOWELA RR RR To make the signatures work we used the STVINIT_DATA_ORIGIN field to identify to workflow what signature to pull. Student: VPDI code + STU (ex. SOWELA_STU) Instructor: VPDI code + INST (ex. SOWELA_INST) Both: VPDI code + ALL (ex. SOWELA_ALL) If a college wants to change the signature they are using we would just have to add the correct code in the STVINIT_DATA_ORIGIN field for the code they want to use. No show <> WI WN DI

15 DROP = DI Withdrawn = WI

16 Withdrawn = WN Instructor

17 LAST DAY ATTEND (COLLEGE NAME LAST ATTEND; EXAMPLE BRCC LAST ATTEND) DESCRIPTION: The Last Day Attend workflow is initiated when student is withdraw from a class either by INB or SSB. The workflow sends an to the instructor of the class that was withdraw requesting the instructor to enter the last day of attends on SSB. NOTIFICATION ROLE ASSIGNMENT(S): Owner: Registrar Notification Requesting Completion of Attendance: Instructor PROCESS DIAGRAM:

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19 NO SHOW (COLLEGE NAME LAST ATTEND; EXAMPLE BRCC NO SHOW) DESCRIPTION: The No Show workflow is initiated when an instructor enters the grade of NS or NOS in the Mid-Term roster or an end user enters the code on SFAALST. The workflow sends an to the student informing them that they will be drop because they never showed up for the class and to contact their instructor if this is an error. NOTIFICATION ROLE ASSIGNMENT(S): Owner: Registrar PROCESS DIAGRAM:

20 GRADUATION (COLLEGE NAME LAST ATTEND; EXAMPLE BRCC GRADUATION) DESCRIPTION: The Graduation workflow is initiated when a code (i.e. SO, NO, EP, EA) is entered in the outcome status field on SHADEGR. The workflow sends an to the student when the SO, NO, EP, or EA code is enter. The workflow sends and to the student s advisor when the outcome status of NO is entered if an advisor is attached to the student s record. SHRDGMR_DEGS_CODE (Outcome Status) Student Advisor Terminal Application SO Yes No Terminal Requirements not Met or Denied NO Yes Yes Terminal Pending EP Yes No Terminal & Non-Terminal Awarded EA Yes No NOTIFICATION ROLE ASSIGNMENT(S): Owner: Registrar PROCESS DIAGRAM:

21 You can add college specific verbiage to this by entering a comment in the comment field (located on Honors Tab) on SHADEGR. Graduation Application Received Condition Subject Line SHRDGMR_DEGS_CODE = SO (inserted or updated) Graduation Application Recieved Variable <sysdate> <Banner ID> (student first name student last name) <SHRDGMR_TERM_CODE_GRAD description (STVTERM_DESC )> < SHRDGMR_PROGRAM description (SMRPRLE_PROGRAM_DESC )> <VPDI> Student Student Name Student ID <Banner ID> <sysdate> Student ID: <Banner ID> Dear (student first name), We have received your application for graduation for <SHRDGMR_TERM_CODE_GRAD description (STVTERM_DESC )>. Our records indicate that you have applied for the < SHRDGMR_PROGRAM description (SMRPRLE_PROGRAM_DESC )>degree. As a result, the Registrar s Office will send a request to the appropriate personnel for a graduation

22 audit to be completed on your behalf. Once the degree audit has been completed, we will notify you via of the results. You may verify the status of your graduation application in LoLA. Access LoLA Select Student Select Student Records Select View Application To Graduate If you should have any further questions regarding the status of your audit, please contact the Registrar s Office. Sincerely, <VPDI> Registrar Graduation Standing Notification of NO Condition Subject Line SHRDGMR_DEGS_CODE = NO (updated or inserted) Update on Your Graduation Status Variable <sysdate> <Banner ID> (student first name student last name) <SHRDGMR_TERM_CODE_GRAD description (STVTERM_DESC )> < SHRDGMR_PROGRAM description (SMRPRLE_PROGRAM_DESC )> <VPDI> Student If you put a comment on SHADEGR the comment will take the place of this statement. Student First Name Last Name Student Banner ID Dear (student first name), Please be advised that the degree audit for your <SHRDGMR_TERM_CODE_GRAD description (STVTERM_DESC )> graduation application for < SHRDGMR_PROGRAM description (SMRPRLE_PROGRAM_DESC )> has been reviewed by appropriate personnel. Your current graduation status is Denied due to the fact that you have not successfully completed all graduation requirements. Should you wish to discuss your remaining academic requirements, please contact your Registrar. Upon successful completion of your outstanding requirements, you must resubmit a new application for graduation. Sincerely,

23 <VPDI> Registrar Advisor Change Subject Line to Advisee will NOT Graduate <Banner ID> Student Name Student ID <Banner ID> Dear Advisor, Please be advised that the graduation application submitted by your advisee, (Student Name), was denied due to the fact that he/she has not completed the requirements of the program. If you wish to discuss this, please contact the Registrar s Office. Sincerely, The Registrar s Office Graduation Standing Notification-Pending Condition Subject Line SHRDGMR_DEGS_CODE = EP (inserting or updated) Update on Your Graduation Status Variable <sysdate> <Banner ID> (student first name student last name) <SHRDGMR_TERM_CODE_GRAD description (STVTERM_DESC )> < SHRDGMR_PROGRAM description (SMRPRLE_PROGRAM_DESC )> <VPDI> Student <Student First Name Last Name> <Banner ID> If you put a comment on SHADEGR the comment will take the place of this statement. Dear (student first name), We are pleased to inform you that the degree audit for your <SHRDGMR_TERM_CODE_GRAD description (STVTERM_DESC )> graduation application for < SHRDGMR_PROGRAM description (SMRPRLE_PROGRAM_DESC )> has been reviewed by appropriate personnel. Your current graduation status is Pending due to

24 the fact that you are currently enrolled this semester. Once final grades are submitted an additional degree audit will be conducted and your graduation status will be updated. Should you wish to discuss your remaining academic requirements, please contact your Registrar. NOTE: This notice does not guarantee graduation. Official degree conferral will not take place until all academic/enrollment/financial requirements have been met. Students may be required to make a C or better in certain designated courses specified in the college catalog and complete their program with a specific GPA. Sincerely, <VPDI> Registrar Graduation Standing Notification-Awarded Condition Subject Line SHRDGMR_DEGS_CODE = EA (updated or inserted) Update on Your Graduation Status Variable <sysdate> <Banner ID> (student first name student last name) <SHRDGMR_TERM_CODE_GRAD description (STVTERM_DESC )> < SHRDGMR_PROGRAM description (SMRPRLE_PROGRAM_DESC )> <VPDI> Student <Student First Name Last Name> <Student Banner ID> Dear (student first name), We are pleased to inform you that the degree audit for your <SHRDGMR_TERM_CODE_GRAD description (STVTERM_DESC )> graduation application for < SHRDGMR_PROGRAM description (SMRPRLE_PROGRAM_DESC )> has been reviewed by appropriate personnel. We have awarded this credential because you have completed all graduation requirements. Congratulations on this significant achievement! Sincerely, <VPDI> Registrar Example of with Comment entered by college:

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26 DP WORKFLOW DESCRIPTION: The DP Workflow is initiated when a course is dropped with the DP code. The workflow sends an to the student. NOTIFICATION ROLE ASSIGNMENT(S): Owner: Registrar PROCESS DIAGRAM: This term pulls for the latest term the student has academic history.

27 CHANGE OF PROGRAM (COP) WORKFLOW Description: This workflow will trigger an to a student when an end users enters a comment on SPACMNT with the comment type of COP and an origination code for their college. The will tell the student that their Change of Program request that was submitted has been complete. IMPORTANT: The comment on SPACMNT must be entered the same day that the change of program has been completed so that the workflow knows which major description to pull into the . NOTIFICATION ROLE ASSIGNMENT(S): Owner: Registrar PROCESS DIAGRAM:

28 COLLEGE SPECIFIC SIGNATURE LINE FOR The signature line for the is pulled from STVINIT. College BRCC BPCC CENLA DCC DELTA FTCC NSHORE NUNEZ NWLTC RPCC SCLTC SLCC SOWELA Student s BR CA ER FR JR GR LR NR MR OR PR QR RR

29 ADMISSIONS WORKFLOWS APPLICATION DECISION (COLLEGE NAME APP DECISIONS; EXAMPLE BRCC APP DECISIONS) DESCRIPTION: The Application Decision workflow is initiated when a decision is enter or updated on a student s SAADCRV record. The workflow sends an to the student. NOTIFICATION ROLE ASSIGNMENT(S): Owner: Admissions PROCESS DIAGRAM:

30 (S): Decision 15 Decision 20

31 Decision 40 Decision 35 or 45

32 APPLICATION HOLD (COLLEGE NAME APP HOLD; EXAMPLE BRCC APP HOLD) DESCRIPTION: The Application Hold workflow is initiated when an applications add an H to the process field on SAAEAPS indicating that the student has an application hold. The workflow sends an to the student. NOTIFICATION ROLE ASSIGNMENT(S): Owner: Admissions PROCESS DIAGRAM:

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34 TRANSCRIPT EVALUATION (COLLEGE NAME EVAL TRANS; EXAMPLE BRCC EVAL TRANS) DESCRIPTION: The Transcript Evaluation workflow is initiated when a received date is entered on an RC% code on the SAAADMS checklist. The workflow sends an to the student. NOTIFICATION ROLE ASSIGNMENT(S): Owner: Transfer Articulator Notification of Error: Transfer Articulator PROCESS DIAGRAM:

35 (S): Student Transfer Articulator

36 APPENDIX A: HOW TO GET A WORKFLOW ACTIVATED Submit an Enterprise Help Desk Ticket Include the following information: o Workflow Name o Date you would like the workflow activated APPENDIX B: HOW TO REQUEST A ROLE FOR END USER OR TERMINATE ROLE Submit an Enterprise Help Desk Ticket Include the following information: o End Users Name o End Users Banner ID o End Users Address Indicate if it is a new role or if you want to terminate a role APPENDIX C: ACTIVE WORKFLOWS To view the active workflows for your college click on the following link: APPENDIX D: CURRENTLY ASSIGNED ROLES To view the currently assigned roles for your college click on the following link: