Enter Student Milestones

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1 Enter Student Milestones Business Process Guide for Department Employees

2 Table of Contents Table of Contents Overview... 3 Access... 3 Navigation... 4 Alternative Navigation... 5 Add a New Completed Milestone... 6 Edit an Existing Milestone (change status to complete) Add a Student s First Milestone Enter Student Milestones BPG Page 2 of 15

3 Overview Student Milestones are non-course-related events or achievements that students must fulfill to take a course or to complete a degree. They can include things like: placement exams, language requirements, portfolio completion, completion of departmental exams or completion of oral exams. If necessary, you can limit the number of attempts allowed to complete a particular milestone. You can choose to display them on the student s transcript (unofficial, official or none), including whether the milestone is completed, or when it is not completed but is required. You can add required but not yet completed milestones to student records and track the number of attempts or amount of time since the milestone was added to the record. At ASU, some milestones will be added to individual student records automatically in a batch process, such as those for Math and English placement exams. This document addresses milestones that will be added manually to students records based on work reviewed by the academic units, such as the Art Portfolio review. The most common activity is to add a completed milestone to a student s record. Access In order to enter student milestones, you will need to request the SR Milestone Update role. If you cannot see any milestones when you try to select one, you will need to request Milestone security from the Student Records Data Trustee. Enter Student Milestones BPG Page 3 of 15

4 Navigation Records and Enrollment>Enroll Students>Student Milestones Enter Student Milestones BPG Page 4 of 15

5 Alternative Navigation You can also see and edit milestones for a student from the Student Services Center. Navigate to Campus Community>Student Services Center. Search for a particular student and select their profile. From there, click on the General Info tab and scroll down to view the milestones for this particular student. Click Edit Milestones to make changes or add a new milestone. Enter Student Milestones BPG Page 5 of 15

6 Add a New Completed Milestone This is the most common milestone activity that you will do. Because many milestones are added by automatic processes, almost every student that joins ASU will have at least one milestone already on their record. Follow these steps to add an already completed milestone to a student s existing list of milestones. For example, if a student brought you proof of SAT scores, you may enter the milestone for that manually. Follow these steps. Step 1: Search for your student Enter the search criteria for the student. Use the ID (10 digit) or their name. Be sure to click the include history checkbox so that you get all the data. After entering the search criteria, click search. Enter Student Milestones BPG Page 6 of 15

7 Several results may come up based on your search criteria. Select the program that you want to add the milestone to. NOTE: You can add a Milestone to any program but you should select the program you want the milestone related to. Step 2: Add a new effective-dated row. To enter a new milestone, you must add a row with a new effective date. Make sure you are looking at row 1 (the most current date) Click the top plus sign. A new row will be added to the stack of rows. The newest date will be row 1. Older dates will be in larger number rows. Today s date will be shown as the effective date. In order to be effective for class requirements, a milestone must be effective on the day before the start date of a term. Enter Student Milestones BPG Page 7 of 15

8 Note: if you didn t click include history on the search page, CLICK ON INCLUDE HISTORY so that you see all data about the student s milestones. Step 3: Add a new milestone Click on the lower plus sign. Add the information indicated. Milestone: Enter the Milestone, or select and choose one from the list. The Academic Plan (if any), Description, Formal Description, and Attempts Allowed are populated based on the milestone you select. Milestone Level: To view a list of levels and their descriptions for the particular milestone select : Milestone Nbr: Automatically filled in, increments by 10 (10,20, 30). Attempts Allowed: For a completed milestone, enter a 1. Milestone Complete: Set this to complete for a completed milestone. How Attempted: Select from the List Enter Student Milestones BPG Page 8 of 15

9 Date Attempted: Select from the calendar icon or type in the date. Click Save Your completed milestone will be added immediately to the student s record. Enter Student Milestones BPG Page 9 of 15

Edit an Existing Milestone (change status to complete) In some cases, a milestone is created and not completed. You may need to go in and edit a milestone (like to change the status to complete).

10 Edit an Existing Milestone (change status to complete) In some cases, a milestone is created and not completed. You may need to go in and edit a milestone (like to change the status to complete). Follow these steps: Step 1: Search for your student Enter the search criteria for the student. Use the ID (10 digit) or their name. Be sure to click the include history checkbox so that you get all the data. After entering the search criteria, click search. Several results may come up based on your search criteria. Select the program that is relevant to the milestone you are editing. Enter Student Milestones BPG Page 10 of 15

11 Step 2: Add a new effective-dated row. To edit a milestone, you must add a row with a new effective date. Make sure you are looking at row 1 (the most current date) Click the top plus sign. A new row will be added to the stack of rows with today s date. This will be the new row 1. NOTE: If row 1 already has today s date, click the Correct History button to edit the current row, instead of adding a new row. (this should be a rare event) In order to be effective for class requirements, a milestone must be effective on the day before the start date of a term Note: if you didn t click include history on the search page, CLICK ON INCLUDE HISTORY so that you see all data about the student s milestones. Enter Student Milestones BPG Page 11 of 15

12 Step 3: Find and edit the desired milestone. Click the right and left buttons until the milestone you want to edit displays. Edit the information as desired. Milestone Complete: Set this to complete for a completed milestone. How Attempted: Select from the List Date Attempted: Select from the calendar icon or type in the date. Click Save Your updated milestone will be added immediately to the student s record. Enter Student Milestones BPG Page 12 of 15

13 Add a Student s First Milestone On rare occasions, you may be entering the student s first milestone. Follow these steps: Step 1: Search for your student Enter the search criteria for the student. Use the ID (10 digit) or their name. Click the include history checkbox so that you get all the data. After entering the search criteria, click search. If you get a no matching values were found message, the student has no milestones. To add the student s first milestone, click on the Add a New Value tab. Enter Student Milestones BPG Page 13 of 15

Step 2: Select the Add a New Value tab ID: Enter the EMPL ID (Affiliate ID), or select and search by name Academic Career: Enter the student s Academic Career, or select and choose it from the list.

14 Step 2: Select the Add a New Value tab ID: Enter the EMPL ID (Affiliate ID), or select and search by name Academic Career: Enter the student s Academic Career, or select and choose it from the list. The list will only display careers in which the student is active. Academic Program: Enter the student s Academic Program, or select and choose it from the list. The list will only display programs in which the student is active. Select to continue. Enter Student Milestones BPG Page 14 of 15

15 Step 3: Add the new milestone. Add the information indicated. Milestone: Enter the Milestone, or select and choose one from the list. The Academic Plan (if any), Description, Formal Description, and Attempts Allowed are populated based on the milestone you select. Milestone Level: To view a list of levels and their descriptions for the particular milestone select : Milestone Nbr: Automatically filled in, increments by 10 (10,20, 30). Attempts Allowed: For a completed milestone, enter a 1. Milestone Complete: Set this to complete for a completed milestone. How Attempted: Select from the List Date Attempted: Select from the calendar icon or type in the date. Click Save Your completed milestone will be added immediately to the student s record. Enter Student Milestones BPG Page 15 of 15

Using Search Pages Searching for Students... 5 Advanced Search Lookup Function... 6 Sorting Results... 7 Search Results Options...

Using Search Pages Searching for Students... 5 Advanced Search Lookup Function... 6 Sorting Results... 7 Search Results Options... Table of Contents Signing in to MyRED... 2 Navigation Overview... 2-3 Using Search Pages... 4-7 Searching for Students... 5 Advanced Search... 5-6 Lookup Function... 6 Sorting Results... 7 Search Results