Programs of Study and Majors SLCM_AD_340

SLCM_AD_340 Programs of Study/Majors v12 1

Programs of Studyand Majors

SLCM_AD_340


Course ContentCourse Content

• Introduction

• Unit 1- Programs of Study and Majors

• Unit 2 – Change of Program

• Unit 3- Adding a Second Program

• Unit 4 – Adding Majors

• Unit 5 – Major Changes

• Unit 6 – Avoiding Errors

• Unit 7 – Minors and Options

• Course Summary


Learning ObjectivesLearning ObjectivesUpon completing this course, you will be able to:

Understand the characteristics of program of studies and majors

Change a main program of study and major

Add a second program of study

Add a major inside and outside of program of study

Change a priority 1 major

Change a priority 2 major

Avoid program of study and major data entry errors

Add a minor, option, or specialization


Prerequisites and RolesPrerequisites and Roles

•Prerequisites

UK_100 IRIS Awareness & Navigation

SLCM_200 Student Lifestyle Management Overview

SLCM_AD_310 Student Records


Program of Study and Major AccessProgram of Study and Major Access

• Program of Study and Major records may be accessed using either IRIS or myUK Portal

• In order to change or add Programs, Majors, etc., you need: To complete the SLCM_AD_340 Program of Study and

Majors course and pass the assessment To be designated by your college as a person with the

responsibility to view, create, and change program of study and majors

To sign a Statement of Responsibility (SOR) form located at http://www.uky.edu/IRIS

• If you do not have access, please work with your college contact to get this access assigned The college contact list is located at

http://www.uky.edu/IRIS/CM/cm-group.html


Avoiding Common ErrorsAvoiding Common Errors

• It is important to enter changes or additions to

Programs, Majors, Minors, Options, Specialties, and

Subspecialties accurately and use the appropriate

effective date• Inaccurate data entry affects:

The student’s records (possibly

including student fees)

Internal University reports, such as

College enrollment reports

External University reports, such as

for CPE reports


Remember the Key Date fieldRemember the Key Date field

• The Key Date is the date as of which IRIS displays, processes, or creates student data

The Key Date determines what data you see for a student

If you use the current date, IRIS will show you what is current for the student

You can enter a date directly into the Key Date field

NOTE: You should set the Key Date to default to the current date


ValidityValidity

• The system contains currently valid programs, majors, minors, options, specializations, and sub-specializations and ones that are no longer valid

• The codes that are not valid are kept in the system since they are needed for some student’s records.

• It is essential to use valid data only

• If you are not sure which codes are valid, check with your Dean’s office


Unit 1Unit 1

Programs of StudyAnd Majors


Unit 1 – Programs of Study and MajorsUnit 1 – Programs of Study and Majors

• Program of Study Characteristics

• Major Characteristics

• Missing Majors

• Change History

• Reminders


Program of Study CharacteristicsProgram of Study Characteristics

• All students must have a valid Program of Study

• Valid start and end dates can be viewed by clicking on

the Program Overview icon to the right of the

Program field on the Registration tab

The active Program of Study has the high date

(12/31/9999) as its end date


Main vs AdditionalMain vs Additional

• If a student has more than

one Program of Study, only

one of the programs can be

designated as the Main

program

• All other programs should

be designated as

Additional

• To determine which

program is main, display the

program’s sessional

registration


Main vs Additional - TipMain vs Additional - Tip

• To view the program priority at a glance, set your layout on

the Registration tab to show it

See Program Layout Setting –Priority v2 Quick Reference Card

at:

http://myhelp.uky.edu/rwd/HTML/CM/QRC_CM_PIQST00_Change

_Layout_Priority_v2.pdf

• Each program of study must have a major

• The Key Date value will determine the majors, minors,

options, and/or specializations that are displayed


Major CharacteristicsMajor Characteristics


Major CharacteristicsMajor Characteristics

• Authorized personnel in the colleges maintain major

data in IRIS on the Majors/Minors/Options tab

• If your Key Date defaults to the current date, the

student’s current program of study and major will

display


Viewing MajorsViewing Majors

• To see a history of changes in a student’s major within

a particular Program, make sure the radio button for

the program is selected and remove the Key Date



• To display a different program for the student

Click on the Drop Down List icon in the Program

field to select the program, remove the Key Date

and press Enter



• To view the majors for all of the student’s programs, click

on the All Programs radio button and remove the Key

Date

A historical view of the student’s major at a particular

time based on the Start and End Dates listed


Missing MajorsMissing Majors

• Every program of study must have at least one major

associated with it for any given time period

• Missing information on majors results in data collection

problems and reporting errors

• If no major exists, it must be created using the

beginning date for its associated Program of Study


Missing Majors ExamplesMissing Majors Examples

• Example: Program of Study

with no Major

• Example: Minor exists, but no

Major


Priority ExamplesPriority Examples

• John Smith

Program of Study, priority 1 – BS-AS

Major, priority 1 – Chemistry

• Jane Carter

Program of Study, priority 1 – BS-CI

Major, priority 1 – Communication

Major, priority 2 - Sociology


Priority ExamplesPriority Examples

• Linda Jones

Program of Study, priority 1 – BSHM-AG

Major, priority 1 – Nutr & Fd Sci-Hospitality Mgt & Tour

Program of Study, priority 2 – BSFOS-AG

Major, priority 1 – Food Science

• Martin Conrad

Program of Study, priority 1 – BBA-BE

Major, priority 1 – Management

Major, priority 2 - Accounting

Program of Study, priority 2 – BS-AS

Major, priority 1 – Spanish


Change HistoryChange History

• You can view a list of all activities and changes to a

student’s record using the Activity Documents tab

• The activities are listed in date order with the most

current changes at the top

• The Created by column shows the User ID of the person

who made the change


RemindersReminders

• Change in Program of Study and Major may impact the

advisor attached to the student

College personnel should review advisor information

and update as needed

Information regarding how to add/change advisors is

available on myHelp at

http://myhelp.uky.edu/rwd/HTML/CM/CM_AD_310.html


SummarySummary

• Program of Study Characteristics

• Major Characteristics

• Missing Majors

• Change History

• Reminders


Unit 2Unit 2

Change of Program


Unit 2 – Change of ProgramUnit 2 – Change of Program

• Effective Dates for Changes

• Main Program of Study Change

• Verifying the Change


Main Program of Study ChangeMain Program of Study Change

• Some changes occur within a college

Example: BSCIE-EN (Bachelor of Science in Civil

Engineering in the College of Engineering) to BSCHE-EN

(Bachelor of Science in Chemical Engineering in the

College of Engineering)

• Other changes involve two colleges

Example: BBA_BE (Bachelor of Business Administration

in Business and Economics) to BSHM-AG (Bachelor of

Science in Hospitality Management)



• When a student’s Program of Study change involves

moving from one college to another, the receiving

college generally makes the change

• The CM College Codes Quick Reference Card is available

on the myHelp website

http://myhelp.uky.edu/rwd/HTML/CM/QRC_CM_College_Codes_v2.pdf


Effective Dates for ChangesEffective Dates for Changes

• All undergraduate program, major, minor, option,

specialty, sub-specialty changes must have an

effective start date of the day of the change

• Only exception to this policy is for those students who

are changing into a fee-based program

• The following table will provide the effective for fee-

based, graduate, and professional school programs,

etc. when making a change or addition

• The end date of the prior program, major, minor, etc.

delimited automatically


Effective Dates for ChangesEffective Dates for Changes

Term Change Occurs Effective Date of New Program, Major, Minor, etc.

Fall

2008-2009

Up to and including 9/3/08 8/27/08

On or after 9/4/08 12/22/08

Winter

2008-2009


On or after 12/23/08 01/14/09

Spring

2008-2009


On or after 1/22/09 5/12/09

Summer I

2008-2009


On or after 5/14/09 6/11/09

Summer II

2008-2009


On or after 6/13/09 8/26/09



• To change a main Program of

Study use the transaction code

PIQST00

• Enter the student’s Student

Number in the Student

Number field and then press

Enter to pull up the student’s

records

• Use the Tab List icon to select

Registration



• Verify that the current Program is

displayed in the Program field

• In the New Program field, enter the

code for the new Program of Study

If you are unsure of the code, use the

Possible Entries icon to search for it

• Click on the Change of Program

button



• Select Transfer Registrations

• In the Program Valid From field, enter the date the

student will be entering the new program

Use the previous Effective Date information to

determine the date



• The Reason field will default to Change of Program

• The information in the Period section should reflect the

academic year and session for the change



• Click on the Save icon



• A message box which says that the student has no

valid admission for the new program may display

If the Type column shows only green or yellow symbols, it

is just providing you with information; click on the

Continue icon



If the Type column shows a red symbol, you will not be

able to make the change

Make sure the data you have entered is accurate and try to

make the change again

If you are unsure or unable to make the change, contact the

Registrar’s Office



• The system will prompt you to change the major for the

new Program of Study by displaying the Maintain

Academic Specializations screen



• Important: If the effective date for a change is a term

for which the student is not registered, the system will

not automatically take you to the Maintain Academic

Specializations screen

Example: Effective date is 12/22/08 which is the beginning

of Winter term, and the student is not registered for

Winter

• If this is the case, you will need to add the major

manually by following the steps listed in the Adding a

Second Program unit



• Verify that the Valid From, Academic Year, and

Academic Session fields are accurate

• Remember: Major changes must have a date that is

the beginning of a term

Refer to the previous information in this unit to choose the

appropriate date of the program change

The Valid From date should be the same date used for

changing the Program



• Click on the first Drop Down List icon in the Module

Grp Cat column and select Major

• Press Enter

• Click on the Assign Specialization button to get a list

of valid Majors for the displayed Program of Study


• Note: By using the Assign Specialization button

you limit the list to the valid majors for the program

• If you are not sure of the validity of the major, check

with your Dean’s office




• Double-click on the desired Major to select it

• Click on the Save icon to the right of the Command

field



• When the Information box displays, press Enter to

close it

• You will be returned to the Registration tab


Verifying the ChangeVerifying the Change

• On the Registrations tab, click on the Program

Overview icon to the right of the Program field to

view the program change

• Notice the change in the Program column



• Use the scroll bar at the bottom of the window to view

the Start Date and End Date information

Notice that the system automatically ends the

previous Program as the day prior to the begin

date of the new Program

• Press Enter to close the window



• When processing a main Program of Study change, do not

alter the radio buttons for Main and Additional program

The system handles this designation automatically when a

Program of Study is changed

• If making the change for the current term, the bookings will

transfer to the new program

If the student has not booked, when they register the

system will create the sessional registration under the

new program



• To verify that the major is accurate, go to the

Majors/Minors/Options tab

• In the Program field, select the new program using the

Drop Down List icon



• If you do not see the major you just added, it may be

due to the date in the Key Date field, especially if the

Start Date is in the future

• Remove the date in the Key Date field and press

Enter



• Take note! If the program change is in the future, the Prncpl Org

Unit (Principal Organization Unit) will NOT change until the new

program is active

Example: The change is effective on 8/27/2008 and the new

Org Unit will be the College of B & E on that date

The student’s current Org Unit is the College of Agriculture

which will remain in effect through 8/26/2008


Exercise 2.1Exercise 2.1

•Process Change of Program


SummarySummary

• Effective Dates for Changes

• Main Program of Study Change



Unit 3Unit 3

Adding aSecond Program


Unit 3 – Adding a Second ProgramUnit 3 – Adding a Second Program

• Second Program of Study

• Adding a Second Program of Study vs Adding a Second

Major

• Adding the Second Program of Study



Second Program of StudySecond Program of Study

• Students who are pursuing dual degrees must have

two Program of Study in IRIS; one marked as Main,

one marked as Additional

• UK has used a system of priorities for several years that

is based on financial and reporting needs

• The sequence, from highest to lowest, is:

Medicine

Dentistry

Pharmacy/Law

Graduate

Undergraduate


Priority of Program AssignmentPriority of Program Assignment

• If both programs are in graduate or undergraduate, then

the priority will be established based on the following:

The student can decide which program they want to be

their main program, unless the student is receiving

scholarship money for one of the programs, in which

case, that program will have priority

For students who are completing both an

undergraduate and graduate program, the agreement

has been that the graduate program must take priority

beginning with the second year in the program


Changing LayoutsChanging Layouts

• The column layout on the Registration tab may be

changed from the default setting

• Changing the layout can be beneficial for verifying

correct data entry when changing or adding programs

In the example, the priority field have been added to the

layout


Adding a Second Program of StudyAdding a Second Program of Study

• To add another Program, verify that the current

Program is displayed in the Program field

• Click in the New Program field and enter the new

Program of Study code



• Click on the Registration button

• Verify the new Program of Study



• In the Period section, select the appropriate

Academic Year and Academic Session

Remember: Refer to the previous information in Unit 2 to

choose the appropriate date of the program addition

• Press Enter to populate the Valid From dates

If you receive a system message stating the dates will be

changed, press Enter to move through it



• Determine if this new program will be the Main or

Additional program

If it is the Additional program, click in the Addit’l

Program radio button

If it is the new Main program, leave the radio button for

Main Program selected

Remember to change the other Program of Study to Addit’l

Program!



• Classification code is used to track students on the basis of

their original entry into UK

• In the instance of two Program of Study, the student must

have the same Classification code on both program, and the

system will populate automatically when you finish adding the

second program

You will not see the completion until you finish the addition



• Click on the Save icon to return to the Registration

tab

• If you receive a system message, press Enter or click

on the Continue icon



• Click on the All Programs radio button to view both

program registrations or select the Overview icon



• Remember to add a major for the second Program of

Study, since the system does not automatically take

you to the major screen!

Remember with two Programs of Study, each program of

study will have a major with a Priority of 1

• Go to the Majors/Minors/Options tab



• Verify that the new second Program of Study is chosen

in the Program field and the Key Date is the effective

date used in adding the Program

• Click on the Change Acad. Specializations button



• Verify the Valid From date, the Academic Year, and

Academic Session are correct

Should match the beginning date of program

• Click on the Drop Down List icon in the Module Grp

Cat column



• Press Enter





• Double-click on the appropriate major

• Since this student will have two Programs of Study,

each major will have a Priority of 1



• Click on the Save column to the right of the Command

field

• When the Information box displays, press Enter to

close it



• You will be returned to the Majors/Minors/Options

tab



• Go back to the Registration tab

• Click on the All Programs radio button

• Verify that only one of the programs is marked as Main

The other program(s) should be marked as Additional

If more than one program is marked as Main, one of them

must be changed to Additional



•Process Second Program of Study


SummarySummary

• Adding a Second Program of Study vs Adding a Second

Major

• Adding the Second Program of Study


Unit 4Unit 4

AddingMajors


Unit 4 – Adding MajorsUnit 4 – Adding Majors

• Adding a Major Within a Program of Study

• Adding a Major Outside of the Program of Study


Adding Second MajorsAdding Second Majors

• To add a second major for a student, first determine if

the major is within the student’s Program of Study or

outside of it

• If the major is offered in more than one type, such as

for a Bachelor of Science and Bachelor of Arts, you will

need to find out which type the student wants to obtain

Example: Biology is offered as both a BA and a BS


Adding Second MajorsAdding Second Majors

• Remember! Do not enter a Priority of 1 for more than

one major for the same program of study in the same

time period

If you see this type of error, make the correction by

changing the numbers in the Priority column as

appropriate and saving the changes

Note: When a student has two active Programs of Study,

the major for each should have a Priority of 1


Add a Second Major Within a ProgramAdd a Second Major Within a Program

• Verify that the correct Program of Study is displaying

• Enter the appropriate effective date in the Key Date

field

Follow the earlier Effective Date guidelines




• Verify the Academic Year, Academic Session and

Valid From fields contain the effective date for the

program



• Click on the Add Row icon to create the blank line

needed to add the major

• On the first blank line below the existing major, click

on the Drop Down List icon in the first column and

select Major



• Press Enter





• Double-click on the appropriate major

• In the Priority column set this major with a priority of

2

To change Priorities of Majors, highlight the incorrect

number in the Priority column and type over it

Verify that you have a Priority 1 major and a Priority 2

major when you are finished



• Click on the Save icon

• Confirm the Message box by clicking on the Continue

icon

• You will be returned to the Majors/Minors/Options

tab



• If you do not see the major you just added, it may be

due to the date in the Key Date field, especially if the

Start Date is in the future

• Remove the date in the Key Date field and press

Enter



•Add a Second Major within a Program


Add a Second Major Outside a ProgramAdd a Second Major Outside a Program

• Verify that the correct Program of Study is displaying

• Enter the effective date you used to add the program in

the Key Date field




• Verify the Academic Year, Session, and Valid From

fields are correct



• Click on the Add Row icon to create the blank line

needed to add the major

• On the first blank line below the existing major, click

on the Drop Down List icon in the first column and

select Major



• Click on the Find button to display major choices

Verify that the new major is highlighted

• Search for the major using the Search Term field

• Click on the Find button



When the search list appears, double-click on the

major

Note: Be careful to select the major associated with

the student’s degree level

In the example above, notice that Biology is available

in several degree levels



Click on the Copy button

Check the Priority column to make sure it is

accurate and displays a 2; if not correct it



Click the Save icon

Confirm the Message box by clicking on the

Continue icon



• The second major will be displayed

If you cannot see the second major, remove the date from

the Key Date field and press Enter



•Add a Second Major outside a Program


SummarySummary

• Adding a Major Within a Program of Study

• Adding a Major Outside of the Program of Study


Unit 5Unit 5

MajorChanges


Unit 5 – Major ChangesUnit 5 – Major Changes

• Changing a Priority 1 Major



Changing a Priority 1 MajorChanging a Priority 1 Major

• To change a priority 1 major, first determine if the new

major is within the student’s current Program of Study

If it is in the current Program, use the

Majors/Minors/Options tab to make the change

If it is NOT in the current Program, follow the

instructions for changing the Program of Study

When you change the Program of Study, the

system will automatically prompt you to change

the major

• Use the first date of the term as the Valid From date

when making a major change for the future



• Verify the student’s current Program of Study is


• Set the Key Date to the date in which the change in

Major will occur

Remember: Refer to the previous information in Unit 2 to

choose the appropriate date of the major change



• Click on the Select icon to the left of the current

priority 1major




• Verify the effective date of the change in major is in the

Valid From, Academic Year, and Academic Session

fields

• For the current major listed, click on the Replace

Specialization button in the Function column



• Double-click on the major

Note the Object ID for the major

• Check the Priority column to make sure it is accurate

and displays a 1; if not correct it

Use the Object ID to identify the major



• Click the Save icon

• Confirm the Information box by clicking on the

Continue icon



• If the new priority 2 major is within the student’s

Program of Study, follow the instructions for changing a

priority 1 major and mark the new major as priority 2

• If the new priority 2 major is NOT within the student’s

Program of Study:

Verify the student’s current Program of Study is




Set the Key Date to the date in which the change in

Major will occur

Remember: Refer to the previous information in Unit

2 to choose the appropriate date of the program

addition



Click on the Select icon to the left of the current

priority 2 major

Click on the Change Acad. Specializations button



Verify the effective date of the change in major is in the

Valid From, Academic Year, and Academic Session

fields

Click on the Select button to the left of the priority

2 major



Click on the Find button

When the Find box appears, verify that there is a 2

in the Priority field



Search for the major using the Search Term field

Click on the Find button



When the search list appears, double-click on the

major

Note: Be careful to select the major associated with

the student’s degree level

In the example above, notice that Biology is available

in several degree levels



Click on the Copy button (Note the Object ID in the

Module Group field

Check the Priority column to make sure it is

accurate and displays a 2; if not correct it



Click the Save icon

Confirm the Information box by clicking on the

Continue icon



Verify that the majors have the correct priority

numbers


Exercise 5.1 & 5.2Exercise 5.1 & 5.2

•Change a Priority 1 Major

•Change a Priority 2 Major


SummarySummary




Unit 6Unit 6

Identifying Common Errors


Unit 6 – Identifying Common ErrorsUnit 6 – Identifying Common Errors

• Identifying Common Errors

• Who To Contact


Identifying Common ErrorsIdentifying Common Errors

• Common Errors have included:

Program of Study change made in the middle of a term

A Program of Study exists with no associated major

Two Program of Studies exists, both active, but both are

marked as Main

The Program of Study date and the Major date do not

coincide

A Program of Study exists with a priority 1 major outside

of the Program of Study

A second Program of Study is added without adding the

associated major


Who to Contact?Who to Contact?

• College personnel in need of assistance with Program

of Study problems and questions should contact Jacquie

Hager (or Mike Shanks) in Student Records

• Some Program of Study changes affect student fees;

for assistance, contact Jacquie Hager (or Mike Shanks)

in Student Records

• Contact the Student Records Office for assistance when

incorrect majors have been assigned


SummarySummary

• Identifying Common Errors

• Who To Contact


Unit 7Unit 7

Minors, Options, andSpecializations


Unit 7 – Minors, Options, and SpecializationsUnit 7 – Minors, Options, and Specializations

• Minors, Options, and Specializations

• Adding Minors, Options, or Specializations


Minors, Options, and SpecializationsMinors, Options, and Specializations

• Minors, options, specializations, and sub-specializations

are created and maintained through the

Majors/Minors/Options tab

• Options are never substitutes for majors and should be

added only when the major of record actually has

options



• Use the same date guidelines listed on the provided

charts

• Check with your college to learn more about the minors,

options, specializations, and subspecializations for your

area

• If there is a hierarchy, you need to follow it

The quick reference card covering degree program

hierarchies is located on myHelp



• Make sure that the minor, option, specialty, or sub-

specialty is valid

Check with your Dean’s office if you are unsure

• Follow the same process outlined for creating a major

when you need to add minors or options

• Make the appropriate selection from the Module Grp

Cat drop-down list and complete the process


Minors and OptionsMinors and Options

• A student’s minor may be added in this manner without

the necessity of creating a separate Program of Study

record

Examples: minors in other colleges can be selected

• The system will assign the Priority of 1 to a minor

• In instances of more than one minor, the second one

created is assigned a Priority of 2, etc.


SummarySummary

• Minors, Options, and Specializations

• Adding Minors, Options, or Specializations


Student Records Help WebsitesStudent Records Help Websites

• myHelp website:

http://myHelp.uky.edu/rwd/HTML/CM.html

Contains Quick Reference Cards (QRCs), updated course manuals, Simulations, SLCM Frequently Asked Questions, and other job aids

• IRIS website

http://www.uky.edu/IRIS/CM/

Contains Information Directory, Forms, and other references

131131

SLCM Training CoursesSLCM Training Courses

• Classroom Lab Courses – Register at http://www.uky.edu/IRIS/tr/

SLCM_AD_300 Event Planning

SLCM_AD_340 Programs of Study & Majors

• SLCM Web Courses - http://myhelp.uky.edu/rwd/HTML/CM.html

SLCM_200 Student Lifecycle Management Overview

SLCM_AD_310 Student Records

SLCM_AD_315 Booking Rules

SLCM_AD_320 Booking

SLCM_WP_210 Grading

SLCM_WP_220 Overrides

SLCM_WP_230 SLCM Faculty Overview

SLCM_WP_310 Advising131SLCM_AD_340 Programs of Study/Majors v12


Course SummaryCourse Summary

• Understand the characteristics of program of studies and majors

• Change a main program of study and major

• Add a second program of study

• Add a major inside and outside of program of study

• Change a priority 1 major

• Change a priority 2 major

• Avoid program of study and major data entry errors

• Add a minor, option, or specialization

Programs of Study and Majors SLCM_AD_340

Documents

Transcript of Programs of Study and Majors SLCM_AD_340