Records and Registration Overview - Johns Hopkins...

ISIS Enrollment Training Guide

SunGard Higher Education MATRIX Version 2.6.2.1 1-1 © The Johns Hopkins University 2007 – All Rights Reserved.

Module 1

Records and Registration Overview

Module Time 2 hours

Module Topics

Module Objectives .................................................................................. 1-3

Glossary of Terms ................................................................................... 1-4

Records and Registration Overview........................................................ 1-5 Integrated Student Information System ............................................ 1-5 Interfaces with ISIS .......................................................................... 1-6

Overview of Course Functionality .......................................................... 1-7 Course Names/Numbers ................................................................... 1-7 Course Statuses................................................................................. 1-8 Offerings........................................................................................... 1-8 Sections............................................................................................. 1-8 Withdrawn versus Non-Offered ....................................................... 1-8

Searching in ISIS..................................................................................... 1-9 Wildcard Characters ......................................................................... 1-9

Searching for Courses ........................................................................... 1-10 Tips for Effective Course Searches ................................................ 1-10

1. Records and Registration Overview ISIS Enrollment Training Guide

1-2 SunGard Higher Education MATRIX Version 2.6.2.1

© The Johns Hopkins University 2007 – All Rights Reserved.

Using the Course Search Results Window......................................1-12

Searching for Students.......................................................................... 1-14 Exercise 1–1: Understanding Searching for Students .....................1-19

Commonly Performed Tasks for Student Records ............................... 1-20

Creating and Maintaining Student Records .......................................... 1-21 Program of Study or Academic Programs.......................................1-21 Reviewing Student Records ............................................................1-22

Enrollment and Inter-Divisional Registration....................................... 1-24 Enroll a Student in a Course............................................................1-24 Independent Study Courses.............................................................1-24 Waitlists ..........................................................................................1-25 Inter-Divisional Registration...........................................................1-25 Transfer Credits...............................................................................1-25 Waivers ...........................................................................................1-26

Grading and Grade Point Average (GPA) ............................................ 1-27

Transcripts ............................................................................................ 1-28 Transcript Notes ..............................................................................1-29

Communications – Letters and Emails ................................................. 1-30

Graduation ............................................................................................ 1-32

Reporting in ISIS .................................................................................. 1-33

ISIS for Students................................................................................... 1-35

ISIS Enrollment Training Guide 1. Records and Registration Overview


Module Objectives After completing this module, you will be able to:

State the key administrative functions available through the Registration and Records application of ISIS

Identify the windows that students, faculty, and advisors use in ISIS

List the interfaces that exist with other systems related to student information

Describe the interactions that Records and Registrations has with the other ISIS applications such as Financial Aid and Billing




Glossary of Terms

Let’s review some basic terms and concepts related to ISIS. As we move through training, we will be adding new terms and definitions to this list.

Term/Acronym Definition



Records and Registration Overview

In order to better understand the records and registration module, let’s take a quick look at the history of the ISIS project.

Integrated Student Information System

Since 2001, the ISIS project has steadily moved forward on implementing SunGard Higher Education’s Matrix Student Suite. In March 2007, we reached a major milestone – the implementation of the Records and Registration application at the School of Nursing. School of Nursing staff now use ISIS for admissions, financial aid, billing, and registration. School of Nursing students have access to a comprehensive student information system that allows them to access information regarding bills, financial aid, and registration in a single website.

When the project began, the entire Matrix implementation was known as ISIS - Internet Student Information System. When ISIS is fully implemented, it will allow the management of student records beginning with admissions and continuing through graduation, including billing, course scheduling, student aid, and transcripts. As we reach the final phase of the project (the go-live for the records and registration module), it is an opportunity to change the meaning of ISIS to better reflect the system that we are implementing. To accomplish this, we are changing the word Internet to Integrated on all of the self-service applications. The word Integrated better reflects the concept that a student can go to a single website to access information for financial aid, billing, and registration. It represents the ability of faculty and advisors to use ISIS through a single website to perform day-to-day tasks related to grade entry, course rosters, and academic advising.

Astra Schedule

Note: All divisions are not implementing the Astra Schedule solution.

Astra Schedule offers an integrated, campus-wide scheduling system that can be configured to fit the unique needs of your division. Astra Schedule coordinates rooms, resources, services, billing, notifications, timetables, exams, curriculum, and teacher-to-section assignment. It lets schedulers collaborate seamlessly. Astra Schedule is integrated with ISIS. Divisions will use Astra Schedule to store instructor preferences and room features.




Interfaces with ISIS

As with any system, ISIS interfaces with a variety of other systems across the university. Let’s take a closer look at these connections.



Overview of Course Functionality

ISIS has been our system of record for course information for more than a year. In order to effectively use the student functionality in ISIS, you must first understand some key concepts related to courses. Let’s review these now.

When information is entered related to courses, you should keep in mind the following:

Course information is always entered first;

next, the offerings are entered; and

finally, the sections are entered.

The data entered for courses is used to reduce the data entry for offerings and sections.

Note: All divisions at Hopkins are using the First Data Domain for storing course information. Information is not stored in different data domains.

Course Names/Numbers

The Course field on the Search for Courses window is used for the course name following the JHU standard format (AA.XXX.XXX). Searching is not case sensitive. However, you must remember to use the periods to separate each segment or use wildcard characters.

Figure 1.1: Course names




Course Statuses

There are currently two course statuses: Active and Discontinued.

Note: Offerings and sections can not be created for future terms that do not yet exist in ISIS. For the interim period while ISIS and USIS co-exist, only standard terms that exist in USIS can be used for offerings and sections in ISIS.

Offerings

Offerings establish the term or academic period in which a course is offered. When offerings are created, a course record must already exist. Offerings inherit basic information from the courses from which they are derived. All other fields should be updated for informational purposes even though there isn’t currently much functionality behind it. For example, you may want to update the Instructor, Department, or Advisor approval flags to indicate that the corresponding approval is required to take the course.

You must check the Allow Multi-section Enroll checkbox if your division plans to allow students to enroll or waitlist in more than one section of the course. If this flag is checked, students will be able to grab a seat in more than one section of the course.

Sections

Sections establish the days of the week, time, and faculty who will be teaching the course. Sections also provide the Instruction Delivery Method for a course. This information is required since Institutional Research is using this data for university-wide reporting. You can have multiple sections for each offering. Each section must have a unique section number. When sections are created, an offering and the corresponding course must already exist.

Withdrawn versus Non-Offered

There are two checkboxes available on the Section window that may be used: Withdrawn and Non-Offered. Non-Offered is used when you are discontinuing a course or when you don’t want to include it in the course roll-over. Withdrawn is used when you want to assign a withdrawn enrollment status to all students in the section.



Searching in ISIS

Now that we have a basic understanding of the background information on ISIS, we must begin to understand how to make the most of our use of the system. A key element of any system is the ability to easily search for and locate data. Let’s review some tips to make searching easier for you in ISIS. Some general tips for searching include:

Use wildcard characters (% and _ ). Never use the percent sign (%) by itself. Always combine the % with other search criteria.

You must click Cancel or close the window to navigate away from the Search for Courses window.

Wildcard Characters

Wildcard characters allow you to enter pieces of information and narrow your search criteria. You can use characters such as the percent sign (%), which represents any number of characters, or an underscore (_), which represents a single character.

You can enter the % symbol as a wildcard in any of the available fields, or enter % along with search criteria. For example, if you want to search for a specific person, but can't remember if the person's last name is Richardson or Richmond, you can enter Rich% in the Last Name field. The Search Results window displays all persons whose last names begin with Rich, and may include names like Richards, Richardson, Richie, or Richmond.

You can enter the _ (underscore) as a wildcard in any of the available fields with other search criteria. For example, you are not sure if the applicant’s first name was Jan, Jen, Jon, and so forth. In the First Name field, you can type J_n and it will return anyone with a first name that starts with J and ends with N with one character in between the J and N.




Searching for Courses

The Search for Courses feature allows you to search using a variety of fields including course versions. The Course Lookup Results window displays all versions of the course that match your search criteria. Typically, all updates are made to the selected course version and do not affect other versions. However there are a few exceptions where the system uses the course and not just the selected version. These include updates to:

Course Area Mapping

Prerequisites

Co-requisites Note: When making these updates, you can select any version of the course from the Course Lookup Results window.

Tips for Effective Course Searches The Course field on the Search for Courses window is used for the course

name following the JHU standard format (AA.XXX.XXX). Note: At this time, there is not a mask on the search field so you must put in the periods to separate each segment of the course number/name.

The Search for Courses window is not case-sensitive.

To Search for a Course

Most JHU divisions use the course name (course number) to search. Some divisions may also search by department, level, or credit type. Remember that you can search by any combination of the fields available.

1. From the SSS menu, select Course View.

The Search for Courses window appears.

Note: Keep in mind that the Search for Courses window appears when you use any of the menu items under Maintain.



Figure 1.2: Search for Courses window

Note: At any point, you can click the Add Course link to go directly to the Create Course window.

2. Type or use the LOV to enter your search criteria to retrieve the course you wish to view.

Note: Use the wildcard symbol (%) to facilitate your search as needed. Remember to always use the wildcard character with other characters.

3. Click Find.

If more than one course meets your search criteria, the Course Lookup Results window displays all records matching your criteria.

Figure 1.3: Course Lookup Results window

The More region is expanded so that you can view the miscellaneous fields available for searching.




4. Select the course(s) that you wish to view.

Note: The record that is selected is highlighted in dark blue. You can select multiple records by holding down the CTRL key and clicking each record. You can also select a series of records by selecting the first record, holding down the SHIFT key and then selecting the last record in the series.

5. Click the Select button.

The selected course(s) are displayed in the Course View Summary window.

Figure 1.4: Course View Summary window

Using the Course Search Results Window

You can quickly return to the results of your last search by clicking the Results button in the Application Toolbar.

When you select multiple courses, they appear here.



Figure 1.5: Course Lookup Results window

The first record on the screen is highlighted in light blue but is not selected by default. A selected record is highlighted in dark blue. Use any of the following methods to select a record(s):

You can view a single record by double-clicking it.

Select the record and then click the Select button.

You can select multiple records by holding down the CTRL key and clicking each record. Then, click the Select button.

You can also select multiple records by holding down the SHIFT key and selecting the first and last record in a series. Then, click the Select button.

You can also use the Select Displayed button to select up to 50 of the displayed records.

The Select None button allows you to clear all of your previous selections.

The Delete button allows you to delete courses if you have the appropriate access. Courses that have offerings cannot be deleted unless the offering/sections are also deleted.

This record is not selected.




Searching for Students

Before we practice using the Search for Students window and using the Student Summary window to review our results, let’s look at the key steps involved in searching for a student.

By selecting Summary or any of the student detail menu items, you will display the Search for Students window.

Enter the search criteria to locate the student(s) that you want to update or modify.

Note: The easiest search criterion to use is the combination of First and Last Name. If you are not sure about the spelling of a name, you can use the wildcard symbol, %. Never search using only the wildcard symbol.

Select the student that you want to update or modify from the Students Search Results – Web Page Dialog box.

Click Select.

The Student Summary window appears with the selected student’s information.

Note: If you are in the Student Summary window and you need to perform a new search, click the Search button in the Application toolbar to display the Search for Students – Web Page Dialog window.

Note: After you have selected a student record, you can navigate to the other ISIS applications on your menu, including SMS, SAS, and SBS to view the corresponding information for the selected student. If the student does not have a record in the selected application, a message appears asking if you would like to return to the previous window or start a new search.

To Search for a Student Record

1. From the menu, select Student Summary.

The Search for Student window appears.



Note: You can also select any of the detail menu items to get to the Search for Students window.

Figure 1.6: Search for Students window

2. Click the Advanced Search button to display additional search fields.




Figure 1.7: Search for Students with the Advanced Search fields

Note: You can also click the More region to review additional fields.

3. Enter criteria in all of the applicable fields to retrieve the student records that you want to view or update.

Note: Remember that you can use either the % or _ wildcard characters to assist with your search.

4. Click Find.

If more than one student meets your search criteria, the Student Search Results – Web Page Dialog displays all records matching your criteria.



Figure 1.8: Search Results window for multiple students

5. Click the Show Study Program button to display a selected student’s academic program.

Figure 1.9: Student Results with Academic Program displayed




6. Select the student record that you want to view or update from the Student Search Results – Web Page Dialog box.

Note: The record that is selected is highlighted in blue. You can select multiple student records by holding down the CTRL key and clicking each record. You can also select a series of records by selecting the first record, holding down the SHIFT key and then selecting the last record in the series.

7. Click Select.

The Student Summary window appears with the student meeting your search criteria.

Figure 1.10: Student Summary window with list of multiple students

This area displays the list of selected students.



Exercise 1–1: Understanding Searching for Students

Answer the questions in this section to validate your understanding of the concepts in this topic. Refer to the topic for any help as necessary.

1. What is one of the wildcard characters used when searching and provide an example of how you could use it?

2. For each example, circle the one item that would not be returned based on criteria shown.

Query Criteria Query Results

First Name: M%

Last Name: %RIC%

a. Mary Wesrich b. Miguel Ricardo c. Molly Ringwell d. Paul Richardson

City: BAL% a. Baltimore b. Belltown c. Ballingford d. Baldwin

Address: 15%Road% a. 1525 Hollyhock Rd b. 1508 Frankstown Road c. 15 East Mills Road d. 15432 Roadstown Way

Last Name: W%ic% a. Westrick b. Wienrich c. Waric d. None of the Above

3. Describe the 5 basic steps for searching for a student.

4. True or False. If only one record meets your search criteria, you must select the student’s record from the Search Results window before the Student Summary window is displayed.




Commonly Performed Tasks for Student Records

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Creating and Maintaining Student Records

The Student Make Aware process allows you to move student records across the ISIS applications. As you admit students through the Admissions module, you may want to bring those records into the Records and Registration module.

Note: All degree seeking students at the School of Nursing are created using the Make Aware process from the Admissions (SMS) application to the Registration and Records application (SSS).

For the School of Nursing, a limited number of records are entered using Fast Entry, including:

Non-Degree Undergraduates (UG Non-Degree)

Non-Degree Graduates (GR Non-Degree) Note: Both of these groups are referred to as special students.

Program of Study or Academic Programs

Let’s review the meaning of each of the values that you might encounter related to Program of Study:

Subtype – The subtype reflects the student’s degree. For example: BS, MSN, MSN/MPH, and so forth.

Degree – The degree defines whether a student is an undergraduate or graduate student.

Options – Options are a combination of both the subtype and degree. These mirror the School of Nursing configuration for Version 4.2 of Matrix.

Joint Degree Programs (MSN/MBA and MSN/MPH) allow students to register inter-divisionally without approvals.

Note: Students with a Nurse Practitioner major can earn either an MSN or MSN/MPH degree. When students are earning an MSN/MPH degree, they may also have a major of Public Health Nursing.

Minors – There are two minors defined for the School of Nursing. These are Adult and Pediatrics. The minors allow you to identify a focus for the Family Nurse Practitioner students.

Note: All maintenance of Academic Programs, Degrees, Majors, and Options (APDMO) is reviewed and approved by the Common Codes Group.




Reviewing Student Records

There are a variety of updates that you can make to student records. You can also view a snapshot of a student record using two windows:

Student Summary Window

The Student Summary window provides you with an overview of a student record. You can view and maintain student information, including a student's program of study, registration, and advisor details. The Student Summary window provides several links that allow you to view and maintain student-related information like instance history, status history, biographical, family, and correspondence information.

Figure 1.11: Student Summary window



Student Academic Period Log

Since student record data elements change over time, it is often necessary to view data within a given academic period or on a given date. The Student Academic Period Log allows you to quickly navigate to one window and gain a big picture view of the student’s record for the selected academic period.

Figure 1.12: Student Academic Period Log




Enrollment and InterDivisional Registration

The Enrollments window allows you to view all of the enrollment information for a selected student. In addition, you can perform the following tasks from the related Enrollment Details window:

Changing the enrollment status

Changing the enrollment transaction date

Changing the grade system

Changing the number of credits

Changing the mapping of type/subtype

Changing the faculty member associated with the enrollment (this is only possible with Independent Study courses)

Deleting the enrollment

Enroll a Student in a Course

You can quickly add sections to a student’s record using one of the following:

Quick Add Sections button – This requires you to know the both the course and section number. If there are no seats available in the course, the system behaves as if the course doesn’t exist.

Select Sections button – This feature allows you to use a variety of search criteria to locate the section(s) for which you want to enroll a student. The select sections button allows you to select a course even if it is at capacity.

When enrolling a student, you have two options: Process With Overrides or Process. You should always select the Process option since it allows you to view any enrollment failure messages, including pre-requisite, co-requisite, course retake, and course restriction warnings.

After enrolling a student, you can review the enrollment by clicking Student Enrollments from the menu. This displays the Student Enrollments

window where you can view all enrollment records for a student.

Independent Study Courses

The process of enrolling a student in an independent study course is very similar to the process of enrolling a student in a regular section. You begin the same way – by selecting the student and academic period. Next, click the Independent Study button. You’re then asked to enter information about the



offering/section that the student would like to take as an independent study. You’re also asked to identify the faculty member who will oversee the student’s independent study. After making further adjustments as necessary, you can process this enrollment by clicking the Process button.

Note: ISIS automatically creates a new section of the independent study course for each unique faculty member.

Waitlists

The Waitlist window allows you to view a complete list of the students who are waitlisted for a particular section. You can also do the following:

Drop a student from a waitlist

Promote a student off a waitlist Note: In order to use the Waitlist window, you must select the Enable Waitlist at the either the Offering or Section level. You can update this information by selecting Offering Maintain Waitlists or Section Maintain Waitlists.

Interdivisional Registration

You must use the Interdivisional Role to process any interdivisional requests or registrations. Interdivisional registration (IDR) allows students to enroll in courses that are outside their home division. Here’s how the process works:

1. The student’s home division must send an enrollment request to the “host division.” (The host division is the division where the student would like to take a course.)

2. The host division reviews this request, and either approves it or declines it.

Note: If two divisions have reciprocal agreements, you may not have to submit the interdivisional registration request for approval. You may register and approve the request within the home division.

Transfer Credits

The Student Transfers window allows you to document and maintain a record of the course work that a student has completed from an external school.

To transfer course credits from other institutions, students must submit a formal request to the Admissions Committee. If the request is approved, an




approval letter is sent to the student. A copy is also sent to the Registrar’s office and the student’s Advisor.

An example of a typical business process for dealing with transfer credits may look similar to the following School of Nursing business practice:

When the Registrar’s office receives notification from the Admissions Office of the transfer credits for an admitted student, the office will enter the transfer credits using the transcript retrieved from the student’s file. Next the transfer credits are articulated to an existing Hopkins course. Articulation is required in order for credit information to be captured on the transcript.

The School of Nursing uses transfer courses to show that requirements for the degree are completed, but the associated credits do not apply toward GPA. In addition, transfer grades do not apply. It is important to note that transfer credits appear on a student’s transcript.

After you have created the transfer course on the student’s record, you must articulate or map the course to an existing Hopkins course. If you are using a course from the External Course Catalog, the articulated information defaults based on what was entered in the External Course Catalog. It is extremely important to set the status to Approved.

Waivers

ISIS allows you to record and track waivers of prerequisites, co-requisites, and courses for students.



Grading and Grade Point Average (GPA)

All grading and grade corrections are done manually by the School of Nursing Registrar’s Office after faculty submit student grades. In ISIS, faculty will enter grades via Self Service; Post Go-Live.

Grade Point Average

The School of Nursing uses a batch process to calculate GPA nightly. You can also calculate GPA manually for a student record if you require that information prior to the batch process updating the record.

Reporting and Grade Entry

Based on the requirements of your division, reports that support grade entry are being developed. Additional information on reports is covered in the course on Grade Entry and Grade Point Average.




Transcripts

Before generating a transcript, you should review the student’s transcript notes. Depending on the way that these notes were entered into the system, they may appear on the transcript. So it’s a good idea to review these notes (and update them, if necessary) before proceeding.

Once you’ve reviewed the student’s transcript notes, you’re ready to generate, view, and print the transcript. This can all be done within the Student Transcript Request window (Student Transcript Request).

After searching for a certain student, check the top of the Student Transcript Request window. You might see one of the following messages, written in red text:

Has alert(s)! – This means that there are alerts associated with the student’s record. You cannot generate a transcript if there is a transcript hold associated with the student. To see if a transcript hold exists on the student’s record, click the Alert button on the top navigation bar, or click Student Alerts on the menu.

GPA needs to be recomputed – This means that the student’s GPA is out-of-date and needs to be recomputed. You should go to Student GPA, click the Update GPA button, and then click Save before proceeding.

Note: If GPA is computed in real-time, you may not ever see the GPA needs to be recomputed message.

Once you have checked the top of the Student Transfer Request window and taken care of the issues presented there, you are ready to proceed. Click the Add button to start. Then enter information in the various fields. When you’re finished, click Save.

Once you’ve generated a transcript, you’re ready to view this document. Simply click the View Student Transcript link. The transcript will open.

To save and print a copy of this transcript, use the drop-down menu located at the top of the transcript to select a format for the report. Click Export. You’re asked if you want to open or save the file. Click Save. Indicate where you want to save the file (for instance, on your desktop) and then click Save again. The file will appear in your designated location. Simply open this file to view and print the transcript.



Transcript Notes

Within the Transcript Notes window, you can do the following:

Add, update, or delete transcript notes.

Associate a transcript note with a certain academic period (regardless of whether the student has enrollments during that period or not).

Indicate whether you want a transcript note to be displayed on the student’s printed transcript.




Communications – Letters and Emails

Students at the university receive a variety of communications. Based on their area of interest and other relevant information, you will use several different types of communication, including letters, emails, and phone calls.

ISIS uses communication groups to enable automatic, yet personalized, correspondence between your school and the persons and organizations with which you interact. Much of the time, you will simply allow ISIS to assign the appropriate communication groups based on defined rules. On a rare occasion, you may need to manually assign a communication group to a record.

Contacts and User Actions

Generally speaking, you can think of user actions and contacts using the following guidelines. User actions are any function performed by a system user in relation to an applicant record. For example, you might have a user action for Reviewing Applicant Visa Status which is assigned to a specific user or a specific responsibility.

Contacts are a specific type of user action. Contacts allow you to track various types of communications with students, including interviews and telephone calls. You can also schedule contacts and associate them with applicant records using this function.

Working with Letters, Emails, and Communication Groups

Similar to many of the other features in ISIS, you can add, modify, and delete letters, emails, and communication groups. Generally, you will allow the system to use the rules and communication groups to automatically assign the appropriate items to an applicant. Adding, modifying, and deleting should be performed with extreme caution.

Extracting Letters and Emails

The Extract Letters function allows you to select and create a data file which you will use to merge and print a batch of individually addressed, preformatted letters to those students that are associated with the letter you have selected. If students indicated that they did not want to receive correspondence and you cleared the Correspondence checkbox when you created the applicant, the Extract Letters function will omit these from the batch.

These are the high-level steps for extracting both letters and emails:



Retrieve the letters that you wish to extract.

Use the Other Information and View Entities links to reviewing letter details.

Type a unique Batch name to identify the entities associated with the letter. Follow any specific naming conventions or standards as determined by your school.

Select Prepare Data File Only and click Extract.

Navigate to the Extract Letters website for the instance in which you are working.

Locate the name of your extracted file and click the corresponding link.

Click the DataSource link to review the data extracted and confirm that it is accurate.

Perform the mail merge in Microsoft Word. Refer to Word’s online help if you need additional assistance with the mail merge.

Configuring Your Home Page

If you configure your home page using the Home Page Maintenance link, you can specify which sections appear, the information contained in each section, and if any roll ups automatically open when you access your home page.

Keep in mind that the more items you select to be shown and expanded on your home page, the longer it will take your home page to load. It is recommended that you expand only one or two items as the default.




Graduation

When the graduation application is received, the Registrar navigates to the Graduation Details window in ISIS and follows the procedure to clear the student for graduation. This triggers a report that is distributed to advisors. The advisor reviews and updates the report to indicate whether or not a student is eligible to graduate. The completed report is returned to the Registrar’s office.

Transcript Notes

The Transcript Notes window allows you to search, add, and maintain transcript notes. There are three methods that you can use to add transcript notes, including:

Manually add a transcript note

Use rules to add a transcript note

Use the Bulk Transcript Notes batch process

Clearing a Student for Graduation

When the graduation application is received, you must update the Cleared for Graduation flag in the Expected region on the Graduation Details window.

When you select the Cleared for Graduation checkbox, a report is triggered and sent to the Advisors. The Advisor reviews the report and updates it to indicate whether or not the student is eligible to graduate. The advisor then returns the report to the Registrar’s office.

If the Advisor indicates that a student is not eligible for graduation, the Registrar must clear the Cleared checkbox for the student on the Graduation Details window.

Graduation Batch Processes

The Graduation batch processes automate much of the work associated with updating and maintaining records for graduation. The Graduation batch process runs every night, including holidays and weekends.

Graduation Reporting

A key component of the graduation processes are the reports that allow you to review students eligible to graduate, degrees conferred, and so forth.



Reporting in ISIS

Reporting in ISIS is extremely robust. You can quickly generate lists of courses and students from the Search for Students or Search for Courses windows. You can also run more detailed reports through SQL Reporting Services. Additional information on SQL Reporting Services is covered in the Reporting training.

To Create a Report from the Search Results Window

1. From the menu, select Student Summary or Courses Maintain General Information.

The Search for… window appears.

Figure 1.13: Search for Students window

2. Enter criteria in all of the applicable fields to retrieve the records that you want on your report.

Note: Remember that you can use either the % or _ wildcard characters to assist with your search.

3. Click Find.

If more than one student meets your search criteria, the Results – Web Page Dialog displays all records matching your criteria.




Figure 1.14: Search Results window for multiple students

4. Click the Create Report button.

A window appears prompting you for your user name and password.

5. In the User Name and Password fields, type your user name and password.

A window appears with the data from the Search Results.

6. You can now Save, Print, or Export the data.



ISIS for Students

The ISIS site allows students to perform registration tasks through the web. School of Nursing continuing students are able to register for courses online without completing any additional paper forms. Students can access ISIS (self-service) at the following website:

https://isis.jhu.edu/sswf/

All students are able to Add/Drop classes on-line. When a student drops a class through the web, an email is automatically sent to her Advisor. Similarly when a course is cancelled, all students that were enrolled in the course receive an email. If the Add/Drop deadline has past, students must contact the Registrar’s office to add or drop a course.

Tips and Tricks to Help Students Get the Most Out of ISIS

You can help students get the most out of ISIS by recommending the following:

When the Course ID (Section) is underlined, click this link to review additional information about the class.

Remember when you are enrolling, adding or dropping courses, click the Select checkbox for each course before you click the Register button or the Add to Cart button.

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