Faculty Overview CM_WP_230

1. Faculty Overview CM_WP_230 CM_WP_230 Faculty Overview v7

2. Course Content • Unit 1 – Student Administration • Unit 2 - Statement of Responsibility • Unit 3 – Class Rolls • Unit 4 - Grading • Unit 5 – Advising Services • Summary and Terminology CM_WP_230 Faculty Overview v7

3. Learning Objectives • Obtain an overview of components in the Student Lifecycle Management (SLCM) module in IRIS • Understand how SLCM processes integrate with each other and with other IRIS functions • Understand myUK Portal • Understand the process of grading • Understand the process of lifting holds • Understand how to display a student’s record CM_WP_230 Faculty Overview v7

4. Student Lifecycle Management (SLCM) • SLCM is the module within IRIS that includes Student Recruitment, Admissions, Registration, Academic History, Student Accounting, and other Student Services • SLCM is integrated with other IRIS modules which provides: • Data that flows immediately throughout the system • Real-time access of common information in SLCM • Virtual elimination of duplicate entries and the errors they can produce CM_WP_230 Faculty Overview v7

5. Integration Across IRIS • SLCM data integrates with other IRIS modules • Student ID is integrated with HR Person ID • If a student is also an employee the Student ID and the employee Person ID will be the same • Student Accounts are integrated with the Financial Student Master Data Student File FI, FM HR Academic Structure Academic Records Academic Calendar CM_WP_230 Faculty Overview v7

6. SLCM Access and Roles • Each SLCM class taken will allow different access (roles) for different users, based on each user’s job and the IRIS functionality needed to perform that job • After taking this Faculty Overview class, you will be able to: • Run class rolls • Enter grades • Display and remove advisor holds • Create unofficial transcripts • Display student program of study CM_WP_230 Faculty Overview v7

7. SLCM Access and Roles • Your role gives you access to the • Student Administration tab on the myUK portal which includes access to the FacultyServices subtab CM_WP_230 Faculty Overview v7

8. Statement of Responsibility • All users who have access to myUK Portal – Student Administration are required to sign the Statement of Responsibility • It is located on the IRIS Website at http://myhelp.uky.edu/SOR • When you go to the form, you will need to log into it with your AD (or MC) User ID • You will not be able to get access until your Statement of Responsibility is signed CM_WP_230 Faculty Overview v7

9. Statement of Responsibility Read the Statement and sign it by clicking in the checkbox, then click on the Sign Statement button CM_WP_230 Faculty Overview v7

10. Unit 1 Student Administration CM_WP_230 Faculty Overview v7 10

11. Student Administration Easiest way for staff and faculty to access basic SLCM information You will ONLY see tabs and links for applications for which you have permission Student Administration tab contains subtabs: Academics Administrative Services Admissions Advising Services Faculty Services CM_WP_230 Faculty Overview v7 11

12. myUK Portal • On the UK home page (http://www.uky.edu/), click on Link Blue • Click on myUK CM_WP_230 Faculty Overview v7

13. myUK Portal • Enter your Active Directory user ID and password, then click Sign On CM_WP_230 Faculty Overview v7

14. myUK Portal • The myUK Portal Menu will display • Note: Depending upon your access/roles in the system, your portal menu may look a little different than the one shown above CM_WP_230 Faculty Overview v7

15. Student Administration Tab Display a student profile (directory information) Display student schedule Display course offerings Display/print real-time class rolls Submit midterm and final grades Display unofficial transcript Display list of advisees Lift academic advisor holds Issue electronic course overrides (permissions) Perform administrative booking (course registration) CM_WP_230 Faculty Overview v7 15

16. Student Administration News Up to date news items display on the right side of the Student Administration screen under Latest Stuff News can include: Registration windows Grading windows System outages Recent changes CM_WP_230 Faculty Overview v7 16

17. Class Rolls CM_WP_230 Faculty Overview v7

18. Class Rolls • Display Class Rolls • Print Class Rolls • Export Class Rolls CM_WP_230 Faculty Overview v7

19. Class rolls can be viewed and printed by authorized faculty and staff from the myUK portal. A class roll can be found by searching for a course prefix and the course number or by entering part of the name of the course. Procedure may be performed at various times before and during the semester to have up-to-date information about students who are officially enrolled in a course. Display Class Rolls CM_WP_230 Faculty Overview v7

20. Display Class Rolls Go to the Faculty Services on the Student Administration tab and click Class Rolls. CM_WP_230 Faculty Overview v7

21. Display Class Rolls To choose the appropriate Academic Year and Term, click on the Drop-down List icon. Double-click on the appropriate year and term. CM_WP_230 Faculty Overview v7

22. Display Class Rolls You can search for the Course/section in one of the following ways: * Course Subject & Number, such as ENG 104; * Course Subject, such as ENG; * Part of the title, such as Writing. Key the course subject and number into the Course Subject & Number field, then click the Search button. Remember: Course Subjects that use two characters only (e.g., MA) must be followed by two spaces and then the number. CM_WP_230 Faculty Overview v7

23. Display Class Rolls A list of courses that match the criteria will display. Click on the SW 505 link. CM_WP_230 Faculty Overview v7

24. Display Class Rolls A list of all possible class rolls for the course will display. CM_WP_230 Faculty Overview v7

25. Display Class Rolls • Section information includes: • Meeting Times; • Event Type (Lecture, Lab, etc.); • Instructor; • Room Capacity; • Course Capacity; • Number of Students Enrolled; • Course Waitlist Availability; • Number of Students on Waitlist. CM_WP_230 Faculty Overview v7

26. Display Class Rolls Click on the Section link. CM_WP_230 Faculty Overview v7

27. Print Class Rolls • Information includes: • Last Name; • First Name; • Student ID; • Username; • Degree; • Major (Minor); • Classification. To print, click on the Printer Friendly link. CM_WP_230 Faculty Overview v7

28. Print Class Rolls When the roll displays, click on the Printer icon. Click on the Close icon to close the roll. CM_WP_230 Faculty Overview v7

29. Export Class Rolls To export the data to Excel, click on the Export to Excel link. Click on the Save link. CM_WP_230 Faculty Overview v7

30. Export Class Rolls Save the file by choosing the appropriate folder on your computer. Change the File Name, and then click on the Save button. CM_WP_230 Faculty Overview v7

31. Grading CM_WP_230 Faculty Overview v7

32. Grading Process • Find courses/sections for grading • Enter grades • Validate grades • Correct grading errors, if applicable • Save grades before submission • Submit grades to Registrar CM_WP_230 Faculty Overview v7

33. Grading Process • As a vital part of the Provost’s efforts to promote student retention and graduation, all instructors and administrative staff members (including part-time instructors and graduate teaching assistants) must be able to enter mid-term and final grades • There are two grading windows for each session/semester during which grades can be entered and submitted: • Mid-Term Grading Window • Final Grading Window CM_WP_230 Faculty Overview v7

34. Grading Process • All students MUST be assigned a grade in the final grading period before the electronic grade roster may be submitted to the Registrar’s Office • For mid-term grades: • All undergraduate students are REQUIRED to have grades entered and submitted to the Registrar’s Office • Mid-term grade entry for graduate students is not required to be submitted to the Registrar’s Office • Grades can be saved before submission to the Registrar’s Office • This feature will permit the grader to come back at a later date/time and complete the grading process CM_WP_230 Faculty Overview v7

35. Grading Navigation Click Faculty Services. CM_WP_230 Faculty Overview v7

36. Grading Navigation Click Grading. CM_WP_230 Faculty Overview v7

37. Grading Navigation Click the Drop-down List icon to select the appropriate Academic Year/Term. CM_WP_230 Faculty Overview v7

38. Grading Navigation Select the appropriate Academic Year and Term. CM_WP_230 Faculty Overview v7

39. Grading Navigation Click on the in the Drop-down List icon in the Grade Type field and select either Mid-Term or Final Grades. CM_WP_230 Faculty Overview v7

40. Grading Navigation If you are the instructor of record for a course section, your course section will appear at the top of the Grading window. Click on the Select link beside the appropriate course section to start the grading process. CM_WP_230 Faculty Overview v7

41. Grading Navigation If your course is not listed, click on the Drop-down List icon in the Get Roster For field and make your first selection. • Your access may provide any of the following levels: • College level access; • Department level access; • Course level access. CM_WP_230 Faculty Overview v7

42. Grading Navigation Continue the process of clicking in the Selection field and selecting the next level until you have selected the section. Notice that your selections will become links that you can use to “back-up” to a previous level. At any time you can click the Reset button to begin the search again. CM_WP_230 Faculty Overview v7

43. Grading Navigation Click in the Select field and select the next level. In this example it is the department. Select the course. CM_WP_230 Faculty Overview v7

44. Grading Navigation Select the section. The enrolled students will be displayed in alphabetical order. Grades may be entered manually or selected from the list. CM_WP_230 Faculty Overview v7

45. Entering Grades Grades for all students may be entered at one time, or you may choose to enter some grades, save them, then return at a later time to finish entering grades. Color-coding denotes whether the student is graded by the “Normal” grading scale or an “Other” grading scale, such as audit. • Normal is relevant to the course. • If the course is a letter grade course, “Normal” is letter grade. • If the course is a pass/fail only course, “Normal” is pass/fail. CM_WP_230 Faculty Overview v7

46. Entering Grades Enter the grade manually into the Grade field. OR click on the arrow and select the grade. Continue the process until all grades have been entered. CM_WP_230 Faculty Overview v7

47. Validate Grades Click Validate Grades to “check” the grades for errors. CM_WP_230 Faculty Overview v7

48. Correcting Errors An error message happens for an invalid entry. You can correct and validate again. CM_WP_230 Faculty Overview v7

49. Saving Grades You may use the Save Grades functionality when you are entering grades. This feature allows you to come back later to continue grade entry or make any necessary changes BEFORE submitting the grades. CM_WP_230 Faculty Overview v7

50. Submitting Grades Once the grading process is complete, click Submit Grades to Registrar. IMPORTANT: You must validate the grades and correct any errors before submission of grades. CM_WP_230 Faculty Overview v7