Using Student Management 21C

(1)

Oracle Student

Management Cloud

Using Student Management

(2)

Oracle Student Management Cloud Using Student Management 21C

Part Number F42704-02

Authors: Lisa Ginardi, Kathy Hearn, Dinesh Nair, Jennifer Plaza

This software and related documentation are provided under a license agreement containing restrictions on use and disclosure and are protected by intellectual property laws. Except as expressly permitted in your license agreement or allowed by law, you may not use, copy, reproduce, translate, broadcast, modify, license, transmit, distribute, exhibit, perform, publish, or display any part, in any form, or by any means. Reverse engineering, disassembly, or decompilation of this software, unless required by law for interoperability, is prohibited.

The information contained herein is subject to change without notice and is not warranted to be error-free. If you find any errors, please report them to us in writing.

If this is software or related documentation that is delivered to the U.S. Government or anyone licensing it on behalf of the U.S. Government, then the following notice is applicable:

U.S. GOVERNMENT END USERS: Oracle programs (including any operating system, integrated software, any programs embedded, installed or activated on delivered hardware, and modifications of such programs) and Oracle computer documentation or other Oracle data delivered to or accessed by U.S. Government end users are "commercial computer software" or "commercial computer software documentation" pursuant to the applicable Federal Acquisition Regulation and agency-specific supplemental regulations. As such, the use, reproduction, duplication, release, display, disclosure, modification, preparation of derivative works, and/or adaptation of i) Oracle programs (including any operating system, integrated software, any programs embedded, installed or activated on delivered hardware, and modifications of such programs), ii) Oracle computer documentation and/or iii) other Oracle data, is subject to the rights and limitations specified in the license contained in the applicable contract. The terms governing the U.S. Government's use of Oracle cloud services are defined by the applicable contract for such services. No other rights are granted to the U.S. Government.

This software or hardware is developed for general use in a variety of information management applications. It is not developed or intended for use in any inherently dangerous applications, including applications that may create a risk of personal injury. If you use this software or hardware in dangerous applications, then you shall be responsible to take all appropriate fail-safe, backup, redundancy, and other measures to ensure its safe use. Oracle Corporation and its affiliates disclaim any liability for any damages caused by use of this software or hardware in dangerous applications. Oracle and Java are registered trademarks of Oracle and/or its affiliates. Other names may be trademarks of their respective owners.

Intel and Intel Inside are trademarks or registered trademarks of Intel Corporation. All SPARC trademarks are used under license and are trademarks or registered trademarks of SPARC International, Inc. AMD, Epyc, and the AMD logo are trademarks or registered trademarks of Advanced Micro Devices. UNIX is a registered trademark of The Open Group.

This software or hardware and documentation may provide access to or information about content, products, and services from third parties. Oracle Corporation and its affiliates are not responsible for and expressly disclaim all warranties of any kind with respect to third-party content, products, and services unless otherwise set forth in an applicable agreement between you and Oracle. Oracle Corporation and its affiliates will not be responsible for any loss, costs, or damages incurred due to your access to or use of third-party content, products, or services, except as set forth in an applicable agreement between you and Oracle.

(3)

Preface

i

1 Overview

1

Overview of Using Student Management ... 1

2 Person

3

Create Person Profiles ... 3

Manage Persons ... 3

3 External Organizations

7

Manage External Organizations ... 7

4 Admissions

9

Overview of Admissions Application Forms ... 9

Admissions Applications Security ... 9

Build a New Application Form ... 9

Edit an Application Form ... 11

Associate Fees with Application Forms ... 11

Manage Submitted Applications ... 12

Review an Application ... 12

Evaluate an Application ... 13

Cancel or Withdraw an Application ... 13

Reapplication ... 14

(4)

Oracle Student Management Cloud

Using Student Management

5 Curriculum

17

Overview of Academic Periods ... 17

Academic Periods ... 17

Period Sequences ... 18

Academic Staff Assignments ... 19

Curriculum Templates ... 19

Overview of Courses ... 20

Manage Access to Course Data ... 20

Create Courses ... 22

Add Descriptive Text for Courses ... 23

Add Administrative Data for Courses ... 23

Add Credit Details for Courses ... 25

Schedule Courses ... 26

Create Course Lists ... 28

Manage Access to Academic Group Data ... 30

Create Academic Groups ... 31

Overview of Programs ... 32

Manage Access to Program Data ... 32

Create Programs ... 34

Add Basic Information for Programs ... 34

Add Attributes for Programs ... 35

Add Administrative Controls for Programs ... 36

Create a Program Structure ... 38

Edit Programs ... 39

Manage Enrollment Communications ... 40

(5)

6 Learners

43

Overview of Student Programs Management ... 43

Manage Access to Student Programs ... 43

Add Student Programs ... 44

Set a Primary Student Program ... 45

Pause and Resume Student Programs ... 46

Switch Student Programs ... 47

Complete Student Programs ... 47

End Student Programs ... 48

Delete Student Programs ... 49

Overview of Student Enrollment Management ... 50

Manage Access to Student Course Enrollment ... 50

Add Scheduled Courses ... 50

Drop Scheduled Courses ... 52

Manage Access to Student Results ... 53

Manage Student Results ... 54

Manage Access to Student Credentials ... 55

Manage Student Credentials ... 56

7 Rosters

57

Rosters Management ... 57

8 Finances

59

Overview of Finances ... 59

Manage Student Financials System Options ... 59

Student Financials Academic Periods ... 61

Student Fees ... 61

Credits and Sponsorship ... 68

Billing ... 74

Payments ... 78

Third-Party Payment Service ... 79

Self-Service: View and Pay Bills ... 81

Student Accounts ... 82

(6)

(7)

Preface

This preface introduces information sources that can help you use the application.

Using Oracle Applications

Help

Use help icons to access help in the application. If you don't see any help icons on your page, click your user image or name in the global header and select Show Help Icons. Not all pages have help icons.

If you don't see Show Help Icons in the Settings and Actions menu, you can access the Oracle Help Center to find guides and videos.

Watch: This video tutorial shows you how to find and use help. You can also read about it instead.

Additional Resources

• Community: Use Oracle Cloud Customer Connect to get information from experts at Oracle, the partner community, and other users.

• Training: Take courses on Oracle Cloud from Oracle University.

Conventions

The following table explains the text conventions used in this guide.

Convention Meaning

boldface Boldface type indicates user interface elements, navigation paths, or values you enter or select.

(8)

Preface

Documentation Accessibility

For information about Oracle's commitment to accessibility, visit the Oracle Accessibility Program website.

Videos included in this guide are provided as a media alternative for text-based help topics also available in this guide.

Diversity and Inclusion

Oracle is fully committed to diversity and inclusion. Oracle respects and values having a diverse workforce that increases thought leadership and innovation. As part of our initiative to build a more inclusive culture that positively impacts our employees, customers, and partners, we're working to remove insensitive terms from our products and documentation. We're also mindful of the necessity to maintain compatibility with our customers' existing technologies and the need to ensure continuity of service as Oracle's offerings and industry standards evolve. Because of these technical constraints, our effort to remove insensitive terms is ongoing and will take time and external cooperation.

Contacting Oracle

Access to Oracle Support

Oracle customers that have purchased support have access to electronic support through My Oracle Support. For information, visit My Oracle Support or visit Oracle Accessibility Learning and Support if you are hearing impaired.

Comments and Suggestions

(9)

1 Overview

Overview of Using Student Management

In Student Management you can support your students' learning experience, manage your student data with streamlined flows, and meet your tracking and reporting requirements. Use the Academics work area to complete all these activities.

Here are some of the things you can do in the Academics work area: • Manage person details.

• Manage external organizations. • Design admissions application forms. • Manage submitted applications.

• Manage curriculum items such as courses and programs. • Manage student programs, enrollment, and credentials. • Manage scheduled course and grade rosters.

(10)

Chapter 1

(11)

2 Person

Create Person Profiles

As an administrator, you can create person profiles for application users. To create a person profile, you need, at the very least, one name, a date of birth, and an email ID.

Here's how you create a person profile as an administrator:

1. Click Navigator > Academics > Person Search.

2. Click Create Profile.

3. Enter the user information. The mandatory fields are name, user name, date of birth, and email ID.

4. Click Register. A search begins, to check whether the user already exists.

◦

If a match is found with the same user name, you can view the matched profile, return to the Create Profile page, and change the user details to create a different user.

◦

If a match is found with the same name and email ID, you can view the potential duplicate profiles, and go ahead with creating another user anyway.

After the user is created, you can either view their profile or create another user.

Self-Service

Self-service users, such as students and applicants, can create a person profile for themselves if they have a user account. If they're creating the account through self-registration, they must specify a unique user name and email ID. As new users, proxy users can create a person profile for themselves and for other users who the proxy users can add to their proxy groups.

Related Topics

• Create Proxy Groups

Manage Persons

As an administrator, you can manage information about persons associated with your academic institution. For example, you can view, add, or update personal information of applicants and students, including name, address, gender, date of birth, emergency contacts, and so on.

To manage persons, use these work areas:

• Person Search: Click Navigator > Academics > Person Search.

• Manage Person Profile: Click Navigator > Academics > Person Profiles. Here's what you can do in Person Search:

• Create a person. • Search for a person.

(12)

Chapter 2

Person

• View or edit deceased information.

• View or edit national identifiers, such as SSN.

• View a summary of academic data related to the person, such as the enrolled academic program. • View assigned service indicators.

• View communications sent to the person, such as an applicant admitted confirmation. Resend a communication, if needed.

• View admissions applications of a person.

• Assign a task or checklist to a person. Review the tasks and complete a task on behalf of the person. • View the locale preferences of the person, such as preferred date format and time format.

Here's what you can do in Manage Person Profile:

• View, assign, or remove service indicators or person tags.

• View or edit residency information to specify whether student is a resident of the state, province, or country where your institution is located.

Activating Users

Each person record is identified by a constituent ID. In an academic institution, constituents are persons such as applicants, students, or faculty members. When you search for a person, the results may show a mix of records with and without constituent IDs. The ones with constituent IDs are active in Oracle Student Management Cloud Service. Those with no constituent IDs in the search results aren't active in Student Management but they're active in the other products, such as Oracle Financials Cloud Service and Oracle Global Human Resources Cloud Service.

In Person Search, if a user doesn't have a constituent ID, you can click Activate User to activate the user in Student Management.

Tasks and Checklists

You can assign a task and a checklist to an individual person. Retrieve the person in the Person Search work area, assign a task or a checklist from the Actions menu, apply additional configuration settings, and then complete the task assignment. You can modify the due dates at the time of task assignment, and associate admissions applications with the task, as well as enable and disable communications. By default, communication events are triggered at the time of assignment of a task and completion of a task. Also, if set up, communications are automatically sent to remind about the due date for a task.

You can view the individual tasks, as well as checklists with their accompanying tasks, assigned to a student or applicant. Locate the student using the Person Search work area, and then click the To-dos tab. The tab highlights which tasks are upcoming and need attention; it also keeps the completed task history for the person. You will see all incomplete or completed tasks assigned to the student, whether individual tasks or part of a checklist. Click any task to drill down into its details and view its progress. You can also complete tasks or checklists on the person's behalf. If the task is a document submission task, you can upload the document or download the submitted documents. Upload only a PDF document with a maximum size of 5 MB.

(13)

Delete Personal Information

You can't delete a person record but you can delete some of the personal information using the Person Search work area. Here are some examples of the personal information that can be deleted:

• An email address if more than one email address exists for the person. • A phone number if more than one phone number exists for a person. • An address if more than one address record exists for a person.

Service Indicators and Person Tags

To assign, view, or remove service indicators or person tags, search for the person in the Manage Person Profile work area. Select the person in the search results, click Actions, and click Assign Service Indicators or Assign Person Tags.

Self-Service

Self-service users, such as students and applicants, can:

• View or edit personal information, such as name and contact information. • View a summary of academic data, such as the enrolled academic program. • View assigned service indicators.

• View received communications, such as an applicant admitted confirmation. • View national identification information.

• View admissions applications.

• Review assigned tasks and checklists.

(14)

Chapter 2

(15)

3 External Organizations

Manage External Organizations

External organizations can include high schools, universities, sponsorship organizations, and so on. Here are examples of how external organizations are used:

• Applicants select the high school or university where they studied when filling out an online application. • Organizations can sponsor students.

• Organizations also include the external subjects and courses of external institutions, which will be used in transfer credit processing. The transfer credit processing functionality isn't currently available.

You use the External Organizations work area to manage external organizations. To open the External Organizations work area, click Navigator > Academics > External Organizations. Here's what you can do in this work area:

• Create an external organization. • Search for an external organization.

• Maintain organization details such as addresses and contacts. • Select a primary location and contact person for the organization.

• Add organization identifiers that agencies, such as College Board, assign to an organization. • Inactivate an organization.

• Maintain subjects and courses taught at an external organization.

Difference Between Party ID and Organization Identifiers

Each external organization is identified by a party ID. When you create an external organization, the cloud application automatically assigns a party ID. Party ID is different from organization identifiers. External agencies assign organization identifiers to enable information exchange and reporting across educational institutions. Use the Identifiers tab to add an organization identifier. Here are some examples of organization identifiers:

• A CEEB code that's assigned to a high school or college. These codes are used mostly in college entrance exams such as the SAT.

• A NCES code that enables school officials to obtain the correct name, address, phone number, and other characteristics of a public school or school district. A NCES code is used in reporting institutional data through the Integrated Post-secondary Education Data System (IPEDS).

History of Locations, Organization Identifiers, and Contacts

You can view the history of previously removed external organization locations, identifiers, and contacts. The View

History icon is available on the Locations, Identifiers, and Contacts tabs of the external organization page if at least

(16)

Chapter 3

(17)

4 Admissions

Overview of Admissions Application Forms

Admissions managers and their staff can create a variety of admissions application forms using Form Builder.

Prospective students then complete these program-specific application forms when they apply to your institution. You can tailor each application to a program's requirements, and continue to edit their content even after students submit them.

To create new admissions forms and also view and edit existing ones, click Navigator and in the Academics area, click

Admissions > Form Inventory.

Related Topics

• Implement Student Admissions

Admissions Applications Security

Student Admissions Cloud utilizes the data access security framework to control access to admissions application records. Applications can't be viewed or updated by anyone without the relevant data access permissions.

You can assign and manage all data access through data profiles by using the Manage Application Access task in the Setup and Maintenance work area, Student Management offering.

Use data profiles to define data access by: • Institution • Academic level • Academic group • Program • Campus • Admit type

You can control data access by role and individual user. For example, users will only see items in the applications list that they have access to. You can also assign privileges, such as enabling some users to view applications and others to update them.

Related Topics

• Control Data Access by Role

Build a New Application Form

(18)

Chapter 4

Admissions

Here, Form Builder takes you to the Details tab, where you must first name the new application form and associate it with these specific attributes:

• Institution • Campus

• Academic level (such as undergraduate or non-degree) • Admit type (such as new student or transfer)

• Admit start type (such as a specific date range or one or more admit periods) • Academic group (such as the School of Nursing or College of Fine Arts) • Academic programs associated with the academic group

Click Require Course Selection for any program to require applicants to select their preferred courses at the time they apply. After they select course preferences, they can view course selection through self-service. Admissions administrators can also view their course selection during evaluation.

All these details become associated with the form when you save it. The Design and Preview tabs for this form work the same for new forms as they do when editing existing ones.

On the Design tab, these sections are prepopulated:

• Names

Applicants must enter one or more name types. They can enter one or more names, and set one as preferred. They can also specify if they have or use only a single name.

• Actions

Click any section, then click Add Sections to see a list of new items available to add to that form. Here's the current list of new sections available:

• Academic History

• Addresses (applicants can enter one or more, and set one as preferred)

• Biographical Information (including race, ethnicity, gender identity, and preferred pronouns) • Blank Section

• Emails (applicants can enter one or more, and set one as preferred)

• Emergency Contacts (applicants can enter one or more, and set one as preferred) • Extracurricular Activities

• Phones (applicants can enter one or more, and set one as preferred; you can require a minimum number of phone numbers to be entered)

• Recommendations • Relationships

Use the controls Move Up and Move Down to rearrange the section order. You can also Add Fields to a section and use the same controls to rearrange their order. A Properties window appears when you click any section or field. Here are some of the ways you can configure an application form using its properties:

• Change a field or section's label

• Add inline text to appear below a field or section heading • Set a field value to required

(19)

Note: Use the Application Composer, part of the Applications Core Configuration task, to create your own fields. For

example, you can create multiselect fields and text fields. Then, you can associate those field codes and lookup types with a specific application form. Add those fields to a section of the form while working on the Design tab.

When you're satisfied with the application form's content and layout, click the toggle switch next to Unpublished to make it visible to end users and applicants.

Edit an Application Form

To open and review a form, click a Form Name. To make changes to that form's content or layout, click Design. On the Design tab:

• When you click a section of the form it becomes editable.

• When you click a section or a field, the Section Properties dialog box becomes available. Here are some changes you can make using the editable form and properties:

• Add and remove sections.

• Add and remove fields within a section. • Change the name or label of a section or field.

• Add additional descriptive inline text under a section name. • Reorder sections or fields within a section.

• Enable applicants to attach files to a section. • Indicate whether a field is required.

When you're done, click Preview to see your design changes before saving or publishing.

Associate Fees with Application Forms

Institutions often charge an application fee when a prospective student applies to a program. Using Student Financials payments functionality, admissions managers and their staff can create multiple application fees and associate them with admissions application forms. Once configured, prospective students must pay their application fee at the time they submit their application. Applicants can complete the fee payment transaction within the context of the admissions application.

Before you can associate an application fee with an application form, you must set up the fee itself.

1. To create an application fee, click Navigator and in the Academics area, click Finances > Actions > Manage

Miscellaneous Fees.

2. On the Manage Miscellaneous Fees page, enter a fee name and fee code, and choose the Application Fees fee type. Other information is required as well:

◦

Fee Code

◦

Transaction Source

◦

Start Date

(20)

Chapter 4

Admissions

◦

Description

◦

Transaction Type

◦

Credit Transaction Type

You can also choose whether to allow discounts to an application fee. Next, you must associate the application fee with one or more academic programs.

1. To create a fee association, click Navigator and in the Academics area, click Finances > Actions > Manage

Fees > Fee Associations.

2. On the Manage Fees page, click Create Fee Association to create a new association or select an existing one to update.

3. If you're creating a new fee association, enter a name, description, and fee association code.

4. Select the institution and fee name to associate with the application.

5. Other selections on this page let you apply the admissions fee at the academic level, to an entire academic group, or to specific academic programs. For example, you can set the fee for all graduate programs, or apply the same fee to the entire College of Fine Arts.

After you associate an application fee with an application form, anyone applying to that program must not only complete the form but also pay their application fee at that time. The Make a Payment page displays any valid fee discounts (such as for early enrollment). Applicants select a payment method and continue through the payment process, receiving a final payment status message at the end. Successful payment is required for their application to be considered submitted. if payment fails, their application remains in In progress status until the fee is paid. On their self-service Finances page, users see paid application fees in their list of transactions.

Related Topics

• Overview of Student Fees

Manage Submitted Applications

Admissions managers can review the list of all prospective students who have applied to your institution. From there, you can drill down into a completed application form to review or edit its details and make an admissions decision. To view a list of submitted admissions applications, click Navigator > Academics > Admissions > Applications. You can sort the applicants using any of the following:

• The application form they used (the form name). • The program or academic group they applied to. • The application status or evaluation status. • The form's creation or submission date.

(21)

Review an Application

Click Applicant Name to open and review an admissions application and its associated attachments. You have a lot of options here:

• Change an application's evaluation status. • Assign yourself as the admissions reviewer.

• Assign a new checklist to the application, which triggers an email to the applicant with a list of items to submit or further steps to complete.

• Directly edit application content on behalf of the prospective student, including adding new attachments or recommendation details.

• View and download any files attached to the application. Related Topics

• Define Admissions Application Action Reasons • Overview of Tasks and Checklists

Evaluate an Application

When an application is assigned to you -- either after you have assigned yourself or someone else has assigned you to it -- click Evaluate to begin the admissions review process. After this step you can't edit the application's content, but you can still update the evaluation status.

Here are some actions you take when you evaluate an application: • Review all submitted content.

• Assign an evaluator.

• Create checklists to collect additional information required to make an admissions decision.

• Track when checklist tasks are complete and monitor the emails that the checklist generates to applicants. • Enter an admissions decision.

When you're finished, select your Admissions Decision (such as admit, deny, or waitlist) and enter any additional comments associated with your decision before saving. Admissions application action reasons are set up using the Manage Admissions Application Action Reasons task in Functional Setup Manager.

Students can monitor their application throughout the evaluation process, and respond to checklist task requests, using the self-service Applicant Dashboard.

Related Topics

(22)

Chapter 4

Admissions

Cancel or Withdraw an Application

Sometimes, an applicant's plans change or they're unable to complete all of the admissions steps to meet an institution's deadlines. In cases like these, admissions administrators can cancel an application for them.

An administrator can also withdraw an application on behalf of an applicant who submitted their application but no longer wants to be considered for admission (because, for example, they no longer plan to attend a program or plan to attend a different program). You can also create event-based communications, tied to an application's status change, that notifies the applicant.

Cancel an Application

You can cancel any incomplete application, either in-progress or submitted. Click Actions > Cancel application and select an action reason. When you're done, the application status changes to reflect the cancellation and the application is no longer available to edit (if it had been in progress) in self service. Instead, the applicant will see the new canceled or withdrawn status.

Withdraw an Application

You can withdraw any submitted application. Click Actions > Withdraw application and select an action reason. When you're done, the application status changes to reflect the cancellation and in self service the applicant will see that their application has been withdrawn.

Revert an Application

For any canceled or withdrawn application, you can revert it to its previous status. Click Actions > Revert application and select an action reason. When you're done, the application reopens with its previous status. If the application had been in progress when canceled, the applicant can then complete it. If the application had been submitted when canceled or withdrawn, the applicant can once again see its submitted status and the administrator can evaluate it. Related Topics

• Define Admissions Application Action Reasons • Create a Communication

Reapplication

Reapplication is common in many institutions. For example, an applicant who has been denied for a program can reapply for entry on a different start date. Or, applicants who have attended a program and want to repeat it in a different academic period (such as a precollege program) can reapply for consideration.

(23)

Enable Program Application by Proxy

You can see clear messaging when a program is eligible for a proxy to apply to your institution on behalf of another learner, such as a parent submitting an application for their child. Before a user can complete an application by proxy, they must add the associated learner to their account by using Person Profile. The proxy gets clear alerts when learners haven't been added to the proxy group and while managing them in a proxy group. Then, at application time Form Builder asks which user account the application is for, and associates the appropriate person ID with the rest of the application process. The proxy can create, view, and update the associated learner's application as well as their person profile.

Related Topics

(24)

Chapter 4

(25)

5 Curriculum

Overview of Academic Periods

An academic period is the date foundation for scheduling courses and student enrollment. It sets the parameters for when a student searches for courses, adds to the shopping cart, and enrolls.

The academic period feature offers maximum flexibility for your institution. For example, you can set up a fall term with many courses that follow the same deadline dates or a three-day course with dates that apply only to that course. You can also group academic periods together. Here's an example:

• Create academic periods for:

◦

Self-paced courses

◦

An honors seminar series

◦

Traditional courses

◦

Competency-based programs

• Group these periods into a period for reporting purposes. To create academic periods, complete these tasks:

1. Manage Academic Period Attributes in the Setup and Maintenance work area, Student Management offering.

2. Manage Academic Period Profiles in the Setup and Maintenance work area, Student Management offering.

3. Manage Academic Periods (Curriculum, Actions). Related Topics

• Academic Period Attributes • Academic Period Profiles

Academic Periods

An academic period is a grouping of key dates into a period (for example, a semester) which you can then apply to courses that share deadlines. You can associate different academic periods with each other. For example, if you create academic periods for fall and spring semesters, you can associate those periods with a reporting period for the calendar year which includes holidays and a financial reporting period. You can use the Publish to Calendar check box to push the period dates out to a student's calendar.

Before you create academic periods, complete these tasks:

1. Use the Manage Academic Period Attributes task to view predefined academic period attributes and create your own attributes.

(26)

Chapter 5

Curriculum

When you create a period with a category of academic or academic self-paced, you must associate that period with a reporting period. After you associate the period with a reporting period, the academic or academic self-paced period automatically displays in the Child Periods tab of the reporting period.

The Academic Level tab is available only when the period category is academic reporting. Associate an academic level with a reporting period so that you can group and sequence reporting periods to display curriculum data in the student planner.

Period Dates

When you select a profile, the related attributes and calculation rules automatically appear in the Period Dates tab, based on the academic period profile setup.

Here are some key points about date calculation:

• Click the Calculation Rules link to view the rules that are defined for the period profile.

• After you enter period start and end dates, click the Calculate Dates button to automatically calculate dates for attributes for which rules are defined on the profile.

• After you automatically calculate dates, manually enter dates for the remaining attributes.

• For a self-paced profile, the self-paced scheduled course end date is calculated based on the student's start date and isn't calculated or entered on the academic period.

Rapid Implementation

You can also create academic periods using the Rapid Implementation process. Use the Create Academic Periods in Spreadsheet task and the Upload Academic Structures in Spreadsheet task in the Setup and Maintenance work area, Student Management offering.

Related Topics

• Academic Period Attributes • Academic Period Profiles

• Rapid Implementation for Oracle Student Management Cloud

Period Sequences

Create a chronological sequence of academic reporting periods that mirrors the institutional calendar. To use the Academic Planner, you must create period sequences.

Create reporting period sequences by institution and academic level. For example, you might create an undergraduate sequence and a graduate sequence. Or when the institutional calendar is the same for both undergraduate and graduate, you might create a sequence that's shared between undergraduate and graduate students. The sequences you create provide a time line of study for students in their Academic Planner. The period in which a sequence begins is based on the admit period at the academic group level in the student program record (Academics, Learners).

Click Navigator > Academics > Curriculum > Actions > Manage Period Sequence.

(27)

listed in order for the sequence. You can expand a period to view the academic periods associated with it (informational only).

You can indicate that a reporting period is optional. For example, if you select the Optional check box for a Summer period, that period doesn't show automatically in a student's planner but the student can add the period to their planner.

Academic Staff Assignments

You must create a staff assignment for each academic institution and academic organization that offers courses or programs. You can create assignments only for staff members who already exist in the TCA Party table as a person. In the Setup and Maintenance work area, use the Manage Academic Staff task:

• Offering: Student Management • Functional Area: Academic Structures

As an administrator, click Navigator > Academics > Curriculum > Actions > Manage Staff. To create a staff assignment or edit an existing assignment, search for and select a staff member.

Note: You must associate all owners (course), staff (scheduled course), and advisors (student program) with the

appropriate academic institution and academic organization.

You can optionally assign staff to a subject area, catalog number, and campus. You can also add biographical information about the staff member and format that information.

Rapid Implementation

You can also create academic staff assignments using the Rapid Implementation process. Use the Create Academic Staff in Spreadsheet task and the Upload Academic Structures in Spreadsheet task in the Setup and Maintenance work area, Student Management offering.

Related Topics

• Academic Institutions • Campuses

• Academic Subjects • Academic Organizations

Curriculum Templates

Create curriculum templates to define course data and lessen data entry requirements when a user creates and schedules courses. You can create as many templates as you need.

(28)

Chapter 5

Curriculum

• Functional Area: Curriculum Structures

As an administrator, click Navigator > Academics > Curriculum > Actions > Manage Curriculum Templates. Many fields on the Curriculum Templates page are the same as the fields on the Create Course page. The common fields are discussed in the topics about courses and scheduling courses. This topic discusses fields that are specific to the Curriculum Templates page.

• Select the Allow Update check box to indicate that a field can be edited when a user creates a course with the template.

• The Require Entry check box is selected and can't be edited for fields that are required by the data model or an internal process. For other fields, select the check box to indicate that a field is required when a user creates a course with the template.

• The values that you enter in the Default field appear on the Create Course page when a user creates a course with the template.

• You can upload an image for a curriculum template. The image is for the template only, not the courses that you create using the template. The template image can help users quickly identify a template in the list of templates on the Course Templates landing page. When you create a course using the template, you can upload an image for the particular course.

Related Topics

• Academic Period Profiles

Overview of Courses

Create and schedule courses in which students can enroll. To create a course, enter this data:

• Initial setup data such as build status • Descriptive text information

• Administrative data • Credit details

• Scheduling information

You can also create courses using the Rapid Implementation process. Use the Create Curriculum Items Configuration in Spreadsheet task and the Upload Curriculum Registry Configuration in Spreadsheet task in the Setup and Maintenance work area, Student Management offering.

Related Topics

Manage Access to Course Data

(29)

Use the Manage Application Access task to create a data profile based on a business object. Then assign that profile, with the relevant privilege, to a role or user. Some data profiles are predefined for the business objects. On the Data Profiles page, a value of Yes shows in the Predefined field.

You can control user access to viewing and editing courses by these attributes: • Institution

• Academic Level

• Academic Organization • Subject

• Campus

You can control user access to creating courses by these attributes: • Subject

• Campus • Academic Level

You can control access by one attribute, multiple attributes, or all attributes. You can control access for specific roles and for individual users.

Manage Courses

Create data profiles for the Course business object. You can also use predefined data profiles. These data profiles impact the access a user has to manage and view course data in the Curriculum, Course UI:

• A Course data profile, with the Manage Academic Course privilege, controls which courses a user can manage. For example, a user can search for, view, and update only Undergraduate level Art courses.

• A Course data profile, with the View Academic Course privilege, controls which courses a user can search for and view only.

Create Courses

You control access to creating courses by securing the prompts that are used to create a course. In the Manage Application Access task, create a data profile for the business object that relates to the prompt. You can also use predefined data profiles.

Here's an example. For the subject prompt, you create a data profile for the Academic Subject business object. When you assign the profile to a user, you select the predefined privilege Create Academic Course on Academic Subject. You select the subject Art. This means that when a user creates a course in the Curriculum: Courses UI, Art is the only value available in the Identifier (Select subject) field.

Here are the business objects and related privileges that you can use for your data profiles.

Business Object Privilege

Academic Subject Create Academic Course on Academic Subject

(30)

Chapter 5

Curriculum

Academic Level Create Academic Course on Academic Level

Related Topics

Create Courses

Create and schedule courses in which students can enroll. Click Navigator > Academics > Curriculum > Courses. You must create courses before you create course lists, academic groups, and programs. You can create a course using a template, to lessen data entry, or create a course without a template. You can select an image for the course to display in self-service pages.

Before You Start

You must enter at least one default time zone on the Manage Time Zone Settings page to be able to create or load, via Rapid Implementation, courses and scheduled courses.

In the Curriculum Registry Items Rapid Implementation spreadsheet, only time zones that also exist in the Manage Time Zone Settings page are loaded. Use the same time zone name in both the settings page and the spreadsheet.

Note: If you have course schedule meeting data created prior to 21B (when Manage Time Zone Settings was

delivered), you must follow the steps outlined in this My Oracle Support document: Oracle Student Management

Cloud Service: Student Management Time Zone Feature (Doc ID 2750794.1). Don't change any course data until

you complete the steps in the document.

Curriculum Templates

If you create a course using a template, some fields already contain data. Whether you can edit the data depends on the template setup.

Build Status

Select a build status from the statuses you defined in the Manage Curriculum Build Statuses task. For example, when you first create a course, you might select a build status of Pending and later, a build status of Available for

Scheduling. When you select a build status, a value of Active or Inactive appears in the Course Status field, based on

the setup mapping. Only active courses are available in the self-service catalog.

Summary and Scheduling Information

(31)

Rapid Implementation

Related Topics

• Time Zone Settings

Add Descriptive Text for Courses

When you create a course, enter descriptive text to provide course information for staff, students, and guests. Click Navigator > Academics > Curriculum > Courses.

Enter a course description which is visible in self-service pages, such as the catalog. You can enter other information such as course requirements or course materials. Select the Display check box for this information to display in self-service pages.

Select the Display on student's record check box to indicate which descriptive text about a course displays on a student's enrollment record. For example, you might display information about course requirements but not course materials.

Rapid Implementation

Related Topics

Add Administrative Data for Courses

When you create a course, enter administrative data to determine the availability of the course in self-service pages, and provide information about ownership and fees.

Click Navigator > Academics > Curriculum > Courses.

Select Available in search and Allow save to wish list to indicate that guests and students can search for a course and add it to their wish list from self-service pages.

Enrollment Permissions

Set up enrollment permissions to require students to obtain permission to enroll in a course. Here are the permission options:

(32)

Chapter 5

Curriculum

• The type of permission, such as instructor or advisor. • Whether a student can request permission.

You can also set up permissions for a scheduled instance of a course rather than permissions at the course level.

Owner

You can add a course owner.

• Staff are available based on the Manage Academic Staff setup. • Role access:

◦

Select Grader to identify staff members who can access the grade roster and post grades.

◦

Point of contact information is used on externally facing user interfaces such as browse catalog. • Select the Primary check box to indicate that the person is the primary instructor for the course.

• If you select the Back Office Only check box, information about the staff person, such as contact details, doesn't appear in student self-service pages.

Fees

You can attach fees such as a course fee or materials fee if required. Or you can attach fees when you schedule the course.

Select the Pay to enroll check box to indicate that students must pay for the course before they enroll in it, such as for Continuing Education enrollment and payment flows. Here's what happens in self-service:

• If you select the check box and attach a fee for the course or scheduled course, the fee shows in self-service pages.

• If you select the check box and don't attach a fee for the course or scheduled course, Free shows in self-service pages.

• If you don't select the check box (for example for a course that's part of a traditional enrollment flow), no fee information shows in self-service pages.

Rapid Implementation

(33)

Related Topics

• Curriculum Tags • Student Fees

Add Credit Details for Courses

When you create a course, enter credit details. Select a predefined type of credit, and enter minimum, maximum, and billing units for the course. You can also add result types and prerequisites for the course.

Variable Unit Courses

You can indicate variable units for a course such as a minimum of 3 and a maximum of 4. Students can then select the number of units to enroll in. An example is a course where the units vary based on the amount of work a student is required to complete.

Result Types and Result Sets

You can add a result type of Course Result for a course. This is based on the predefined association of a Course Result type with a valid curriculum type of Course on the result type setup. You can select one or more result sets from those associated with the Course Result type on the result type setup. The option to add other result types for a course isn't currently available.

Repeats

Set up enrollment repeat checking to control what happens when a student tries to enroll in a previously completed course. Complete the setup for both the academic level and the course.

Repeat limits are enforced only on enrollment. Here's what repeat means: A student enrolls in a course and a matching entry is found in the student's enrollment history that shows that the student has previously enrolled in the same course.

1. In the Manage Academic Levels task, select an enrollment repeat option to determine how the enrollment process handles course repeats at a particular academic level.

2. Set repeat checking limits for the course:

◦

Whether a student can repeat a course.

◦

How many times a student can repeat (complete) a course.

The maximum number of completions includes the original and repeat completions.

◦

How many units a student can earn for multiple completions of a course.

The maximum number of units includes units earned in the original and repeat completions.

◦

Whether a student can enroll in multiple instances of a course in the same enrollment period. For

(34)

Chapter 5

Curriculum

A student is considered to have completed a course if the student previously enrolled in the course (the student's enrollment status was Enrolled).

Requisites

You can add courses or programs as prerequisites for a course. If a course has both course and program prerequisites, a student must meet all prerequisites to enroll in the course.

When you add a course prerequisite, select a requisite scheme from those defined in the Create Requisite Schemes task. The mapping of course outcome to requisite status in that setup task influences what happens when a student enrolls in a course which has a prerequisite.

An example of a program prerequisite is an Economics major as a prerequisite for enrollment in an Economics course.

Rapid Implementation

Related Topics • Result Types • Requisite Schemes

• Rapid Implementation for Oracle Student Management Cloud • Academic Levels

Schedule Courses

When you create a course, the final step is to schedule the course. Students can search for and enroll in scheduled courses.

Before You Start

You must enter at least one default time zone on the Manage Time Zone Settings page to be able to create or load, via Rapid Implementation, courses and scheduled courses.

In the Curriculum Registry Items Rapid Implementation spreadsheet, only time zones that also exist in the Manage Time Zone Settings page are loaded. Use the same time zone name in both the settings page and the spreadsheet.

Note: If you have course schedule meeting data created prior to 21B (when Manage Time Zone Settings was

delivered), you must follow the steps outlined in this My Oracle Support document: Oracle Student Management

Cloud Service: Student Management Time Zone Feature (Doc ID 2750794.1). Don't change any course data until

(35)

Schedule Status

The Schedule Status field is similar to the Build Status field on the Create Course page. Select a status such as

Available for Enrollment or Canceled. When you select a schedule status, a value of Active or Inactive automatically

appears in the Curriculum Build Status field. Only scheduled courses with an active build status are available in the self-service catalog.

Enrollment

Set up enrollment and waitlist capacities and enrollment permissions.

• The enrollment capacity data that you enter is used in validations that run when a student tries to enroll in a course. The number in the Total Enrollment field changes as students enroll. In the self-service catalog, students see a Seats Left visualization when the total enrollment reaches at least 80 percent of the enrollment capacity for the scheduled course.

• Use the Waitlist Capacity field to set waitlist limits. The number in the Waitlist Count field changes as students add themselves to the waitlist for a scheduled course which is full. A scheduled course has an enrollment status of Waitlist Available when no seats are available but there is room on the waitlist. • You can set up enrollment permissions for a scheduled instance of a course instead of permissions at the

course level. For example, course Math 101 doesn't require permission. But for the scheduled instance Math 101-A, the student must meet with the course instructor before enrolling.

Meeting Information

Use flexible meeting scheduling to set up recurring meetings and multiple meeting patterns for a course. For example, you can schedule meetings for a course on the second Thursday of each month and on alternate Tuesdays. You can use an existing facility or create a single use location. After you create meetings, you can publish the meetings to students' calendars.

When you schedule a meeting, you must select a time zone. Refer to the Before You Start section of this topic. The time zone abbreviation is displayed alongside scheduled course meeting times in the storefront. For example: ART 100 - Introduction to Art, Mondays, 9:00 AM - 10:00 AM PST. For authenticated users, the format is determined by the regional user preference. For non-authenticated users, the format is determined by the user browser settings.

Control Dates

Select an option to indicate how control dates, such as the last date to drop a course, are assigned: • Manual entry: Enter the control dates manually.

• Academic period: Select an academic period. The attributes and dates associated with the period are displayed

and you can't edit them. • Period profile:

◦

Select a period profile that's relevant for a scheduled course (a profile for which the pivot date is the scheduled course start date, scheduled course end date, or current date). The attributes and calculation rules associated with the profile are displayed.

◦

Calculate the dates.

(36)

Chapter 5

Curriculum

Note: You must associate a scheduled course with a reporting period. The enrollment statistics for the scheduled

course are associated with the reporting period. If you select a control dates option of academic period, the reporting period automatically displays based on the period setup. If you select the manual entry or period profile option, select a reporting period.

How Control Dates Impact Self-Service Pages

Control dates influence whether scheduled courses appear in self-service pages and whether students can add scheduled courses to their wish list and shopping cart:

• Scheduled courses appear in the Catalog if today's date is within the Catalog Search start and end dates. • Students can save a scheduled course to their wish list if today's date is within the Wish List start and end

dates.

• Assuming that the enrollment capacity hasn't been reached, students can add a scheduled course to their cart if both these conditions are met:

◦

Today's date is within the Shopping Cart start and end dates.

◦

Today's date is within the Enrollment start and end dates.

Financials

You can add fees such as scheduled course fee or materials fee for the scheduled course. You can also specify other fee and cost information.

An academic period fee is calculated based on the summarized billing units of courses in which a student is enrolled for a specific reporting academic period. You can exclude the billing units for a course from the calculation.

Curriculum costs are used to evaluate the cost of delivery for your institution's return on investment calculations. You can add a cost such as instructor fees or university overhead.

Related Topics

• Time Zone Settings • Academic Period Profiles • Student Fees

• Curriculum Costs

Create Course Lists

Create a course list to prescribe a list of courses that satisfy an academic requirement, such as the core requirements for a major. You use course lists when you create academic groups and programs.

Click Navigator > Academics > Curriculum > Actions > Manage Course Lists.

Structure

(37)

In the Course List Requirements section, you can enter free-form content, which is available to students in self-service pages.

Use the Course List section to define academic requirements. An example is Undergraduate General Education for Social Sciences. Students must complete these courses:

• One course from Area A - Economics (select from three courses). • One course from Area B - Sociology (select from three courses).

• Three courses from Area C: Complete a specified Political Science course and a specified History course. And select one Business course (select from two courses) or one Psychology course (select from two courses). Here's how you add courses or other lists to a course list:

1. Click Add Course or List.

The UI switches from create and edit mode to search mode.

2. Search for and select a course or list.

3. To continue to search for and add items, select Continue adding, before you click Add to List. Each item you select is added to the list but the UI remains in search mode.

4. When you're done, click Add to List.

The UI returns to the create and edit mode. You can see the newly added items.

5. Click Save.

After you add your courses or course lists, you can organize them into groups and create groups within groups:

1. Select the check box for each course or list that you want to group. When you select at least two courses or lists, the Group Course Objects dialog box appears.

2. Click Create Group.

Let's look at some things you can then do:

• Use the Any or All option to define your requirements.

• Rename a group and provide a description, using the ellipses menu. In the requirement example, you could change the default Group A name to Area A - Economics.

• Move, add, and delete group items. • Reorder groups.

Smart Lists

Use the smart list search option to create a set of broadly defined search criteria and preview the search results. You can view and edit smart lists:

1. In create and edit mode, click View Courses in List.

The UI switches to search mode and you can review the smart list items.

2. Click Revise Search to edit the smart list.

You can add further criteria, such as catalog number, to refine your search. You can also edit the list name.

3. Click Update Smart List.

The UI returns to create and edit mode. The course list includes the updated smart list.

(38)

Chapter 5

Curriculum

Parameters

You can indicate the minimum and maximum units and number of courses for requirement categories, such as the maximum number of elective units. To use the student planner, you must enter parameters for the Total Units and

Courses category. For example, in the planner, the tile for Major Electives for Childhood Studies displays 8 of 18

units. The number 18 is based on the course list parameters setup: the minimum units for the total units and courses requirement category is 18. The number 8 is based on the total number of course units currently planned on the template landing page.

Rapid Implementation

You can also create course lists using the Rapid Implementation process. Use the Create Curriculum Items Configuration in Spreadsheet task and the Upload Curriculum Registry Configuration in Spreadsheet task in the Setup and

Maintenance work area, Student Management offering. Related Topics

• Requirement Categories

Manage Access to Academic Group Data

Use data profiles to control user access to academic group data. This ensures that a registrar and academic coordinator can create, view, edit and search for only academic groups that they have responsibility for.

Use the Manage Application Access task to create a data profile based on a business object. Then assign that profile, with the relevant privilege, to a role or user. Some data profiles are predefined for the business objects. On the Data Profiles page, a value of Yes shows in the Predefined field.

You can control user access to viewing and editing academic groups by these attributes: • Institution

• Academic Level

• Academic Organization • Academic Group

You can control user access to creating academic groups by the same list of attributes except for academic group. You can control access by one attribute, multiple attributes, or all attributes. You can control access for specific roles and for individual users.

Manage Academic Groups

Create data profiles for the Academic Group business object. You can also use predefined data profiles. These data profiles impact the access a user has to manage and view academic group data in the Curriculum, Academic Groups UI:

(39)

• An Academic Group data profile, with the View Academic Group privilege, controls which academic groups a user can search for and view only.

Create Academic Groups

To control which academic groups a user can create, use data profiles to secure the prompts that are used to create a group. In the Manage Application Access task, create a data profile for the business object that relates to the prompt. You can also use predefined data profiles.

Here's an example. For the Academic Level prompt, you create a data profile for the Academic Level business object. When you assign the profile to a user, you select the predefined privilege Create Academic Group on Academic Level. You select the Undergraduate and Professional academic levels. This means that when a user creates an academic group in the Curriculum: Academic Groups UI, the user can select only Undergraduate or Professional in the Academic

Level field.

Here are the business objects and related privileges that you can use for your data profiles.

Academic Institution Create Academic Group on Academic Institution

Academic Organization Create Academic Group on Academic Organization

Academic Level Create Academic Group on Academic Level

Related Topics

Create Academic Groups

Academic groups are required for building programs. A program is usually owned by an entity at an institution such as a college or faculty. These entities are academic groups. When you add a program to a student's record, you automatically assign the student to an academic group. An academic group can also be a container for particular requirements such as college-level requirements. For example, in addition to a program major, students have to complete requirements set by the college, such as general education units.

Click Navigator > Academics > Curriculum > Actions > Manage Academic Groups.

Structure

In the Academic Group Requirements section, you can enter free-form content, which is available to students in self-service pages.

When you build your academic structure you can add courses and course lists.

(40)

Chapter 5

Curriculum

Parameters

You can indicate the minimum and maximum units and number of courses for requirement categories, such as the maximum number of elective units. You must enter parameters for the predefined Total Units and Courses category, which displays automatically.

Results

You can add a result type. Only result types associated with the valid curriculum item type (in this case, academic group) are available. Define result types using the Manage Result Types task.

Rapid Implementation

You can also create academic groups using the Rapid Implementation process. Use the Create Curriculum Items Configuration in Spreadsheet task and the Upload Curriculum Registry Configuration in Spreadsheet task in the Setup and Maintenance work area, Student Management offering.

Related Topics

• Requirement Categories • Result Types

Overview of Programs

Use the Create Program flow to create programs of study such as a certificate program, a major, or a minor. To create a program, enter this data:

• Initial setup data such as build status • Basic information

• Attributes

• Administrative controls • Descriptive text

• Requirements and parameter

You can also create programs using the Rapid Implementation process. Use the Create Curriculum Items Configuration in Spreadsheet task and the Upload Curriculum Registry Configuration in Spreadsheet task in the Setup and

Maintenance work area, Student Management offering. Related Topics

Using Student Management 21C

Oracle Student

Management Cloud