UCT Student Systems Documentation

Student Systems training booking form (PS01)

This form may be accessed on the on the UCT website http://www.forms.ac.za/forms.htm and on the Student Systems Support (SSS) website http://www.sss.uct.ac.za/sss/calendar/bookings or http://www.sss.uct.ac.za/sss/docs

If you require access to the Business Objects system, Content Management System (CMS), Customer Relationship Management system (CRM), Image/WebNow System or Residence Managements System(RMS).

I, , hereby declare that I am a bona fide student systems user and I agree to

abide by the following university regulations:

All information is strictly confidential and will be used for internal purposes only Training uses real data; it is a necessary requirement that the privacy of data on individuals is respected in

training or production environments. I will not release student information to the general public. I will ensure that adequate security measures are adhered to when accessing information. I will not leave my computer unattended while logged on the system. I will not disclose my password nor will I access the system under a false name or password. I will not attempt to access files to which I do not have rights, and I will not circumvent the security features

designed into the system. I will use the system for official business only. I will notify Management in case of any security breach incident. I consent to the monitoring of my use of the systems. I understand that if I or my User ID is suspected of misuse or abuse, investigation may be undertaken and

disciplinary action may follow. I have read and understood the above agreement policies and guidelines.

Applicant Signature: Date:

Applicant details

Title: Ms/ Mr/ Mrs/A/Prof/Prof/Dr Surname: First name:

Position/Job Title: Staff number:

Email:

Telephone: Mobile:

Room Number: Network ID:

Department: Department Org. Code:

Building Name & Campus: Have you studied at UCT in the past? Yes No

Are you a current UCT student? Yes No If you do have a staff or student number, what is your user ID?

Are you a temporary staff member? Yes No What is your start and end date of employment at UCT?

Start:

End:

What is your student number if you are a current or past student?

Please provide your maiden (or different) name, if you studied at UCT under a different name in the past

Section to be completed by line manager22 December 2017 Return form to: The End User Support Administrator, Room 5.15, Level 5, New Student Administration Building, Middle Campus or Email sss-helpdesk@uct.ac.za Page 1 of 16

UCT Student Systems Documentation

I, , as Head of Department / Line Manager confirm that:

The requested training and resultant access to information and functionality on the system is in accordance with this applicant’s departmental responsibilities;

I understand no access will be given if this form is not submitted completely and accurately;

I will free up the applicant to receive training in accordance with his/her departmental responsibilities;

I accept that the fund number and cost centre can be debited as a “no show” penalty.

An amount of R500 will be charged if training is missed, or withdrawn from, less than forty eight hours in advance.

Line manager responsible for approving system access as requested

Authorised by (Name and Surname):

Date:

Signature:

E-mail address:

A user will not be granted access to the Student Information System if they have not attended the necessary training.

It is the responsibility of the user to ensure that they are booked on the training.

See the Student System Support web site http://www.sss.uct.ac.za for information such as the Student Information System training calendar, booking procedures, venues, directional maps and contact details.

FOR OFFICE USE ONLYFull Name Date Signature on completion

Profile Created/Modified

Roles updatedRow level security updatedAccount Changes Active

User informed

22 December 2017 Return form to: The End User Support Administrator, Room 5.15, Level 5, New Student Administration Building, Middle Campus or Email sss-helpdesk@uct.ac.za Page 2 of 16

InstructionsPlease tick (√) the appropriate check box to indicate what your training needs are. To save the environment, please send SSS only the first four (4) pages

Course Names

ACADS01PeopleSoft Self Service for Academics

ADM100 Application Capturing for Central Admissions

ADM101 NSC Upload Process

ADM102 View Admissions Information- online

ADM103 Application Processing for Faculties

ADM104 NBT Upload Processing

ADM106 IAPO Pre-registration course for Temporary Assistants

CED100 Short Course training for Commerce

CED101 Short Course training for Engineering and the Built Environment

CED102 Short Course training for Health Sciences

CED103 Summer Term Processing

CED104 Short Course training for Humanities

CED105 Short Course training for Law

CED106Third Term Processing- Faculties

CED107Fees Overview, Charging Fees, Payments & Refunds

CED-CASH Cashiering

CMS100Faculty Handbooks Training

ENR100 Student Registration and Records Maintenance for New Users - Faculties

ENR101Viewing Student Program and Plan Information

ENR102Student Tribunal Data Entry for the Legal Secretariat

EXAMS100

Marks Upload Process – Exams Office

EXAMS101 Supplementary and Deferred Examination Enrolment Process – Exams Office

EXAMS102 Exams Extract (Syllabus Plus)

FDA100Residence Front Desk Assistants

FDC101Faculty Data Capturing Plus

GLG1003C’s – Communications, Checklists and Comments

GLG101Communication Generation Letter Setup

GRAD100Year End Processing and Degree Certificate Printing- Faculties

GRAD101Graduation Tracking

GRAD102Degree Certificate Printing for Student Records

GRM100Graduate Research

Management

IAPO100 Pre-registration course for Temporary Assistants

IAPO103 Capturing Organisation Data - IAPO

IAPO104 Fees Overview, Charging Fees, Payments, Refunds and IAPO Proforma

IAT100Internal Audit training

INTRO100Introduction to PeopleSoft

MCS100Manage Clubs and Societies

MDU100 Disability Unit training

MP100 Marks Processing

MP101 Marks Processing for Continuing Education

PFO-Asst 100 Student Financial Aid (PFO)

PFO-Clerk 100 Student Financial Aid (SFA)

PFO-Manager 100 Student Financial Aid (PFO)

PFO-PDOC 100 Student Financial Aid (SFA)

PSE100 PeopleSoft Extracts (Alumni)

RAC100 RAC Process for Student Records

RFA100Residence Facilities Assistants

RFO100 Residence Facilities Officers

RMS100Housing Master Data Set up processes

SFA & PFO Allowances Management100

SFA- FAO100Student

Financial Aid

(SFA)

SFA-Asst 100Student

Financial Aid

(SFA)

SFA-Call 100Student

Financial Aid

SFA-Coordinator 100 Student Financial Aid (SFA)

SFA-Manager 100 Student Financial Aid (SFA)

SFA-MDS100 Student Financial Aid (SFA)

SFA-SA100 Student Financial Aid (SFA)

SF-CASH Cashiering

SF-COL Collections

SF-EXB External Bursars

SFO100 Student Financials Overview

SFO101 Manage Student Financials

SFO102 Cross Functional Access

SFO103 Create & Maintain Course & Program Fees

SFO104 Maintain Student Account

SFO105 Group Capture & Processing

SFO-PROFORMA Student Financials Proforma Invoice

SHAAS100Housing Communication Set up

SHAAS101Student Housing Admissions and Advocacy processes

SOC100 Schedule of Classes (New Users)

SOC101 Schedule of Classes for Health Sciences Only

SOC102 Student Self Service Procedures Manual

SRO100 Student Records Assistants training

SRO101Maintaining Course Catalogue Information

SRO102Student Records Master Data training

SRO103Year End Results Mailers

SSS100 Student Self Service

SWD100Sub-Warden Training

VAC100Vacation Accommodation Office processes

InstructionsCourse descriptions – For information only

ACADEMIC ADMINISTRATION

Course Number Course Description Duration Target AudienceACADS01 PeopleSoft Self

Service for Academics

Pre-requisite – NONE - This course is aimed at Academics.Accessing PeopleSoft. Changing your PeopleSoft password. Looking up student information (holds, to do lists; individual student academic records). Viewing student contact details. Running course lists, checking information in the course catalogue, course numbers and setting user preferences. Viewing Admissions information for curriculum advisors.

2 hours Academics Curriculum Advisors

INTRO100 Introduction to PeopleSoft

Pre-requisite to ALL coursesThis revised course covers clearly defined responsibilities for PeopleSoft training and Security/Authorisations. A comparison between the traditional Academic Structure at UCT and the PeopleSoft Academic Structure. Basic PeopleSoft terminology. Hands on PeopleSoft navigation. View student information. End user support. PS Self Service for Staff, View and Maintain Campus Community course content has been added to this course. Viewing student fee accounts. Viewing multiple Transcripts When you book on this course, please indicate whether you need view campus community or maintain campus community.

3 hours All Student System Support permanent or temporary staff.

GLG100 3C’s – Communications, Checklists and Comments

Pre-requisite: INTRO100Communication Generation (Comgen) is a generic 3C’s course. This course will deal with the process of requesting an identified set of communications, checklists management (Adding a list of requirements from an applicant/student, recording concessions for students such as a Thesis or dissertation title, supervisors, leave of absence and accommodation information for extra time in exams and Running a concessions report). Adding/updating of Thesis or dissertation titles, supervisors and viewing of accommodation information for extra time in exams. Adding Comments. It covers various ways of assigning communication record for an applicant/student and the running of the Communication Generation process.When you book on this course, please indicate whether you need to view concessions or maintain concessions

4 hours All faculty staff

GLG101 Communication Generation letter Setup

Pre-requisite:INTRO100The course enables a Super User to setup a letter template, letter codes, report names and making changes to existing Letter codes. Linking a letter code to a Communication context. Create a Communication Speed Key. Setting up Event ID’s, Triggers and removing triggers. Adding event id to the event 3C groups.

3 hours 3C Super Users

ACADEMIC ADMINISTRATION

Course Number Course Description Duration Target AudienceENR100 Student

Registration and Records Maintenance for Beginners- Faculties

Pre-requisite: INTRO100, ADM103, GLG100

Day 1Matriculating and Term Activation, Enrolling Students into Classes, Using Quick Enrol to make changes, Decant Process, Override Functions and Edit Fields in Quick Enrol, Block Enrolments process (for super users only) and Registration Form Production

Day 2Setting Academic Levels, Changing and adding Student Plans, Changing Programs, Processing a Term and Session Withdrawals, Discontinuing a Student, Leave of Absence procedures , Cancellation of Registration procedures, Overriding Grades, Processing credits, Upgrading and downgrading a student from one program to another, Disciplinary Action Processing,  Useful Student Records Reports and Queries

Note: All faculty staff will not be granted access to change marks. Only authorised staff will be granted access to change marks. GSB staff will not be granted access to change marks.

2 full days Faculty Users

GSB staff

ENR101 Viewing Student Program and Plan Information

Pre-requisite: INTRO100Viewing the Student Program/Plan pageRequesting a Term Achievement Extract ReportRequesting an Academic Standing Report

Not offered as separate classroom training course. Contact SSS Helpdesk for access.

All staff

ENR102 Student Tribunal Data Entry for the Legal Secretariat

Pre-requisite: INTRO100Entering an Academic Standing code on a student’s record. Adding a Negative Service Indicator to a student’s record. Entering Transcript Text on a student’s record. Releasing a Service Indicator from a student’s record. Deleting Transcript Text from a student’s record

2 hours Legal Secretariat

SOC100 Schedule of Classes (New Users)Note: For users who use Syllabus Plus for venue bookings

Pre-requisite: INTRO100Understanding schedule of classes, how  departments add course information to UCT's student system, how venues are allocated to courses, the course catalogue, basic data page, components, sections, meeting patterns, enrolment capacities, auto enrol and resection functions, procedures: scheduling a new course and supplementary classes, maintaining existing course information, cancelling classes, useful reports

4 hours Departmental usersFaculty users may attend to get an understanding of schedule of classes

ACADEMIC ADMINISTRATION

Course Number Course Description Duration Target AudienceSOC101 Schedule of

Classes for Health Sciences Only

Note: For users in Health Sciences who do not use Syllabus Plus for venue bookings

Pre-requisite: INTRO100Understanding schedule of classes, how departments add course information to UCT's student system, how venues are allocated to courses, the course catalogue, basic data page, components, sections, enrolment capacities, procedures: scheduling a new course and supplementary classes, maintaining existing course information, cancelling classes, useful reports.

4 hours Health Sciences departmental users only

MP100 Marks Processing

Pre-requisite: INTRO100Downloading a Course List. Uploading mid-term and final grades. Making changes to Mid-term and final grades. Posting final grades. Entering marks Manually. Requesting a Confirmation of Course Results Report after you have posted the final grades. Supplementary and Deferred Examinations Marks Process

3 hour Departmental users

MP101 Marks Processing for Continuing Education

Pre-requisite: INTRO100

Entering Marks Manually, Entering Transcripts Notes, Approving and Posting your marks, Making changes to marks before posting, Making changes to marks after postingChanging the Grading

3 hours Centre for Open Learning

ADM100 Application Capturing for Central Admissions

Pre-requisite: INTRO100 & GLG100Rapid Application Capture (RACC) Component process, Capturing a hard copy application and assigning a communication record manually to an applicant’s record, Adding an additional communication to an applicant’s record and Generating Communications

3 hours CAO, PFO (for capturing of Postdoctoral applications)

ADM101 NSC Upload Process

Pre-requisite: INTRO100, ADM100, ADM103Uploading the final NSC Results

3 hours AARP Office

ADM102 View Admissions Information

Pre-requisite: INTRO100Viewing Admissions Information

Not offered as separate classroom training course. Contact the SSS helpdesk for access.

All staff that need to view applicants information

ACADEMIC ADMINISTRATION

Course Number Course Description Duration Target AudienceADM103 Application

Processing for faculties

Pre-requisite: INTRO100 & GLG100

Day 1Viewing Admissions Information using Coversheet View, Entering Test Results, Entering Basis of Admissions information, Entering Admissions Comments, Viewing and Capturing Personal Scores, Processing Applications

Day2Requesting Admissions Reports, Admissions Communications, Viewing Admissions Information using the Coversheet View function in PeopleSoft, Requesting Admissions Reports, Business Object Reports, Reviewing Online Applications and Housing Offers.

1 ½ days Faculty Users GSB users

ADM104 NBT Upload Processing

Pre-requisite: INTRO100National Benchmark Tests (NBT) results upload.

2 hours

Remove this same as ADM101

AARP Office Staff

ADM105 Search Match & Organisation Data

Pre-requisite: INTRO100Searching for an Organisation and creating an Organisation Data Record. Creating a Location for the Organisation. Creating a Contact for the Organisation. Creating a Department for the Organisation. Creating an Organisation Affiliation.

1½ hours CAO, IAPO, SRO

IAPO100 IAPO Pre-registration course for temporary assistants

Pre-requisite: None- This course is aimed at temporary assistants.Procedure to be followed by IAPO for the pre-registration of international students.

How to capture and update visa/permit data, lifting and forward-date the international student service indicators

3 hours IAPO

IAPO101 IAPO Pre-registration course for staff

Pre-requisite – NONE Procedure to be followed by IAPO for the pre-registration of international students.

Detailed procedures to view student's fee accounts capture citizenship and passport data, capture and update visa/permit data, capture residency data, adding, lifting and forward-dating of the international student service indicators.

Requesting Admissions and Student Records Reports for International Students

3 hours Temporary Pre-Registration Assistants

IAPO102 Semester Study Abroad Applications Processing - IAPO

Pre-requisite: INTRO100 & GLG100Viewing Admissions Information using Coversheet View, Entering Basis of Admissions information, Entering Admissions Comments, Viewing and Capturing Personal ScoresProcessing Applications, Requesting Admissions Reports and Reviewing Online applications

4 hours IAPO

ACADEMIC ADMINISTRATION

Course Number Course Description Duration Target AudienceIAPO103 Capturing

Organisation Data – IAPO

Pre-requisite: INTRO100Capture and update organization data

2 hours IAPO

MCS100 Manage Clubs and Societies

Pre-requisite: INTRO100Adding a new club or society to PeopleSoft. Updating club or society information. Setting user defaults for club and society maintenance. Adding a subscription. Updating and deleting subscriptions. Adding a subscription for the following year. Viewing the account summary.

3 hours Student Affairs staff

MDU100 Disability Unit training

Pre-requisite: INTRO100Updating the Disabled checkbox. Adding disability details. Updating disability details. Adding accommodation details. Updating accommodation details. Process for maintaining disability data

2 hours Disability unit staff

EXAMS100 Marks Upload Process

Pre-requisite: INTRO100Uploading multiple supplementary and deferred examination results, Uploading individual supplementary and deferred examination results using the Quick Enrolment page and the Enrolment page, Viewing the last action on a student’s record, Correcting results for an entire class and Requesting a Confirmation of Results Report.

3 hours Exams Office

EXAMS101 Supplementary and Deferred Examination Enrolment Process

Pre-requisite: INTRO100Supplementary and Deferred Examination Enrolment Process

2 hours Exams Office

EXAMS102 Exams Extract (Syllabus Plus)

Pre-requisite: INTRO100Navigate to Accommodation Data. Using the Accommodation Data search page. Navigating to Export Class Enrolments to S+. Find an Existing Value.

2 hours Exams Office

RAC100 RAC Process for Student Records

Pre-requisite: INTRO100Creating RRC Events and Meetings. Processing and Populating RRC Meetings. Producing Address Labels. Running Transcripts for the students who will apply for readmission. Running Coversheets for the students who will apply for readmission. Indicating that a student appeal has been received.

3 hours Student Records Office

ACADEMIC ADMINISTRATION

Course Number Course Description Duration Target AudienceGRAD100 Year End

Processing and Degree Certificate Printing- Faculties

Pre-requisite: INTRO100, ENR100Requesting a Course Results Schedule (CRS), Capturing and Posting Progression Codes for a batch of students using the Course Results Schedule, Identifying a batch of potential qualifiers before capturing QUAL progression codes – POTD and POTJ, Capturing Progression Codes after the final Faculty Examination Committee (FEC) Meeting - QUALsRequesting another CRS to create a new Progression file to enter QUAL and other codesUsing the new CRS batch number to capture QUAL and other progression codes, Updating the Degree Statuses for a batch of students and Graduation Reporting, identifying an individual potential qualifier before capturing a QUAL progression code – POTD and POTJ.Capturing a QUAL Progression Code after the final Faculty Examination Committee (FEC) Meeting for an individual student.Updating the Progression Code for an individual student using the Academic Standing page.Adding a Completion of Program row for and Updating the degree status for an individual studentViewing and Adding a Degree Honours code for an individual student, Entering a transcript text (entering non- standard codes), Honours and Awards, Useful Reports, Readmission Appeal Committee (RAC) process for faculties, Degree Certificate Printing.

1 day Faculty OfficeGSB staff

GRAD101 Graduation Tracking

Pre-requisite: INTRO100, ENR100Displaying the Program Certificate Screen, Checking all the certificates for a program has been approved using the Certificate Printing degree certificates, Capturing the certificate numbers, Cancelling an inaccurate degree certificate, Creating a duplicate degree certificate, Setting up Award Text, and Useful Reports

3 hours Student Records Office

GRAD102 Degree Certificate Printing for Student Records

Pre-requisite: INTRO100, ENR100, YEP100Capturing Graduation Review Statuses, Requesting a Graduation Tracking Query, Graduation Tracking Batch process, UCT Update Academic Standing process, Graduation Reporting, Honors and Awards, Adding a Degree Honours code for a student, Transcript Text, Degree Calculation Report.

4 hours Faculty Office

GRM100 Graduate Research Management

Pre-requisite: INTRO100, ENR100, GLG100

Day 1Adding a data row to the student’s record-Data, Change/Research EnrolmentMemorandum of Understanding (MOU) tracking and storage, Candidate Management, Adding Supervisors details,

Day 2Proposal and thesis progression, Ethical Clearance, Thesis Management, Thesis Submission and Examination, Adding details for Individual Examiners.

2 Days Faculty OfficeGSB & DDB

PSE100 PeopleSoft Extracts (Alumni)

Pre-requisite: INTRO100Requesting the Alumni Data Extracts Report.

1 hour Alumni Office

ACADEMIC ADMINISTRATION

Course Number Course Description Duration Target AudienceSSS100 Student Self

Service Pre-requisite: NONEStudents are able to view and update the following: contact information; holds; course catalogue; application status; enrolments; weekly schedule; classes; tutorials; results; unofficial transcripts; fee account; update bank details; add more tutorials; cancel a class; print scheduled classes; schedule lecture and tutorials; set user defaults; print change of curriculum forms; request proof of registration, upload of intention to submit, thesis upload

Student Self Service Enrolment (currently not in use CR in PRD)- not necessary to include this on the form as it is not currently in use.

Offered on request

Students

IAT100 Internal Audit Office training

Pre-requisite: INTRO100Viewing the Academic Level/Academic Year of Study (AYOS) on a student’s recordViewing a student’s Program/Plan information; Viewing the Academic ; Standing/Progression code on a student’s record; Viewing a student’s Career HistoryViewing a student’s Enrolment Summary; Viewing Students’ Transcripts

1 hour 30 minutes

Internal Audit Office

CED100 Short Course training for Commerce

Pre-requisite: INTRO100Scheduling a new course, Maintaining Existing Courses: adding a component to a classPerforming a Search Match, Quick Admitting a person, Quick Enrolling a student onto a class/es, Tuition Calculation (if applicable), Using Quick Enrolment to drop a class/es from a student’s record, Adding a grade to a student’s record, Viewing Student TranscriptsViewing the Student Study List Report. Processing marks

3 hours Commerce departmental staff

CED101 Short Course training for Engineering and the Built Environment

Pre-requisite: INTRO100Scheduling a new course, Maintaining Existing Courses: adding a component to a classPerforming a Search Match, Quick Admitting a person, Quick Enrolling a student onto a class/es, Tuition Calculation (if applicable), Using Quick Enrolment to drop a class/es from a student’s record, Adding a grade to a student’s record, Viewing Student TranscriptsViewing the Student Study List Report. Processing marks.

4 hours Engineering and the Built Environment departmental staff

CED102 Short Course training for Health Sciences

Pre-requisite: INTRO100Performing a Search Match, Quick Admitting an applicant, Entering Citizenship and passport information, Placing an applicant/ student into a Student Group, Quick Enrolling a student onto a class/es, Adding a Transcript Note to a student’s record, Tuition CalculationUsing Quick Enrolment to drop a class/es from a student’s recordChanging the start dates of classes, Adding a grade to a student’s record, Viewing Student Transcripts. Processing Marks.

3 hours Health Sciences departmental staff

CED103 Summer Term Processing

Pre-requisite: INTRO100Extracting Mailing Lists and Capturing Prospect Data, Quick Admit and Quick Enrolment procedures, Placing a person into a Student Group, Allocating a seat number to an enrolment, Creating a Transcript Note, Tuition Calculation, Dropping a course from a person’s record, Adding decedent data to a record, Printing Cards and EnvelopesViewing an Enrolment Summary, Capturing decedent data, Capturing Transcript text, Student Study List Report, Printing Class Registers.

3 hours Centre for Open Learning

ACADEMIC ADMINISTRATION

Course Number Course Description Duration Target AudienceCED104 Short Course

training for Humanities

Pre-requisite: INTRO100Scheduling a new course, Maintaining Existing Courses: adding a component to a classPerforming a Search Match, Quick Admitting a person, Quick Enrolling a student onto a class/es, Tuition Calculation (if applicable), Using Quick Enrolment to drop a class/es from a student’s record, Adding a grade to a student’s record, Viewing Student TranscriptsViewing the Student Study List Report.

4 hoursHumanities departmental staff

CED105 Short Course training for Law

Pre-requisite: INTRO100Scheduling a new course; Maintaining Existing Courses: adding a component to a class; Performing a Search Match; Quick Admitting a person; Placing a person into a Student Group for fee calculation; Quick Enrolling a student onto a classes; Adding a Transcript Note to a student’s record; Tuition Calculation; Using Quick Enrolment to drop a class from a student’s record; Marks Processing; Viewing Student Transcripts; Viewing the Student Study List Report; Adding a Negative Service Indicator to a student’s record.

4 hours Professional Education Project, Law faculty

CED106 Third Term Processing- Faculties

Pre-requisite: INTRO100Application Maintenance Procedures, Program Actions and Program Statuses, Making a Firm Offer to an applicant, Matriculation and Term Activation, Using Quick Enrolment to add a class to a students record, Using Quick Enrolment to drop a class from a students record, Viewing the Expected Graduation Term Date on a student’s record.

3 hours Faculty Users

CMS100 Faculty Handbooks

Pre-requisite – NoneThe course covers editing of faculty handbooks in the Content Management System known as CMS

4 hours Departmental AdministratorsFaculty StaffCourse Convenor

SRO100 Student Records Assistants training

Pre-requisite: INTRO100Requesting academic transcripts, Capturing Accommodation Data, Extra time in examsUpdating personal information of a student.

2 hours Student Records Office

SRO101 Maintaining Course Catalogue Information

Pre-requisite: INTRO100Adding new course information to the Course Catalogue, Maintaining existing course information in the Course Catalogue.

2 hours Student Records Office

SRO102 Student Records Master Data training

Pre-requisite: INTRO100, SRO100, SRO101, GRAD101Student Records Master Data Setup

1 day Student Records Office

STUDENT FINANCIAL AID

Course Number Course Description Duration Target AudienceSFA-FAO100 Student

Financial Aid (SFA)

Pre-requisite: INTRO100Included in Comprehensive Introduction to Campus Solutions 9.0. 3C’s, Effective dating; Reports

3 hours PFO; (SFA-M); (SFA-C); (SFA-A); (SFA-CC); (SFA-TEMP); SF; SH; F

SFA-Call 100 Student Financial Aid (SFA)

Pre-requisite: INTRO100 & SFA OverviewViewing of Scholarships, UCT Eligibility, viewing Financial Aid Status, Viewing of the MEANS

3hours

SFA-Asst 100 Student Financial Aid (SFA)

Pre-requisite: INTRO100Aid Year Activating, Awarding, Restricted Aid. UCT Means. Early Aid.. Financial Aid Term, NSFAS, Reporting

3 hours (SFA-M); (SFA-C); (SFA-A); (SFA-CC

SFA-Coordinator 100

Student Financial Aid (SFA)

Pre-requisite: INTRO100Awarding, Allowances, FA Processes, RMS FTE Load Process. PS Housing transactions, NSFAS, Disbursements, Loans, Reporting

3 hours (SFA-M); (SFA-C)

SFA-Manager 100

Student Financial Aid (SFA)

Pre-requisite: INTRO100Awarding, Allowances, FA Processes, RMS FTE Load Process. PS Housing transactions, NSFAS, Disbursements, Loans, Reporting NSFAS Graduation Drop-out and Final Report. Loan Origination. Claims submission. Loans Overview.

3 hours (SFA-M); (SFA-C)

PFO-Clerk 100 Student Financial Aid (SFA)

Pre-requisite: INTRO100Aid Year activation, Restricted aID Awarding, viewing Scholarships, viewing means, viewing disbursement, reporting

3 hours PFO

PFO-Asst 100 Student Financial Aid (PFO)

Pre-requisite: INTRO100Awards, Mass Packaging, Financial Aid Eligibility, Housing, Process Disbursement, Reporting

3 hours PFO

PFO-Manager 100

Student Financial Aid (PFO)

Pre-requisite: INTRO100Aid Year Activating, FA Term Processes, Budgets, Awards, Allowances, Means, Disbursements, Donors, Fund Management, Admissions processing, Maintain Campus Community, Records maintenance, Schedule of Classes

3 hours PFO

SFA-SA100 Student Financial Aid (SFA)

Pre-requisite: INTRO100Named Entrance Scholarships and Faculty Scholarships. December Scholarships.

3 hours PFO and (SFA-M); (SFA-C)

STUDENT FINANCIAL AID

Course Number Course Description Duration Target AudiencePFO-PDOC 100 Student

Financial Aid (SFA)

Pre-requisite: INTRO100Admissions processing, Maintain Campus Community, Records maintenance, Schedule of Classes, Aid Year Activation, Awards. Means, Disbursement,

3 hours PFO

Allowances Management100

SFA & PFO Pre-requisite: INTRO100External File Upload, Group Post, Allowances,

2 hours PFO and SFA

SFA-MDS100 Student Financial Aid (SFA)

Pre-requisite: INTRO100All Master Data Setup. Manage Roll Forward. Loans Setup. Package & Disburse Aid Setup. Scholarships Setup. NSFAS Setup. Housing Setup. Application Processing Setup. Manage Needs Analysis Setup. Fan Letters.

3 hours PFO and (SFA-M); (SFA-C)

GLG100 Funding Offices (SFA,PFO &Fees)

Pre-requisite: INTRO100This course will deal with the process of requesting an identified set of communications, checklists management and running of the Communication Generation process.

3 hours SFA,PFO &Fees

FO100 Student Financials Overview

Pre-requisite: INTRO100Relationship between Student Financials and other modules and systems. Introduction to the Student Financials component in PeopleSoft – Tuition Calculation, Fees Comments, View/Maintain Service Indicators (User to confirm), Bulk Account Summary Statement. Proforma Invoice (if required).

3 hours Fees Office employees

SFO-PROFORMA

Student Financials Proforma Invoice

Pre-requisite: INTRO100, SFO100 This training is for Fees Office employees that did not cover the Proforma Invoice during SFO100 or if a refresher is required. It is also for senior Fees Office staff involved in the set-up of the Proforma Invoice.

2 hours Fees Office employees

SFO101 Manage Student Financials

Pre-requisite: INTRO100, SFO100Master data set-up relating to; cashiering setup, service indicators, charging fees, maintaining student accounts, calculating tuition fees, maintain receivables, billing setup. Managing SF Interfaces: PS → SAP daily interface charges & payments; PS → Bank Validate Students file; SAP → PS Bank deposits & HR deductions. PS → SAP Bank HR clearing; RMS → PS → Bank EFT Pay-outs; PS → SAP-AP Cheque & Voucher pay-outs.

Processing Student Group Post. Student Funding. Allowances & Refunds. Late fees. Block fees & Levies. Staff waivers. Technical waivers & Pipelines. International student fees. How to upload fees booklet. Age analysis. Processing & printing of statements. Interest calculations (late fees). SAP master upload. UCT Fiscal report. Maintain bank account details. UCT Management Reporting component.

1 Day Fees Office Manager; Fees Office Accountant, Fees Office Assistant Accountant

SFO102 Cross Functional Access

Pre-requisite: INTRO100, SFO100View Admissions, View Program/Plan records, View & Maintain Campus Community, Introduction to view Financial Aid component in PeopleSoft.

3 hours Fees Office employees

STUDENT FINANCIAL AID

Course Number Course Description Duration Target AudienceSFO103 Create &

Maintain Course & Program Fees

Pre-requisite: INTRO100, SFO100Upload Fees booklet update, Course and Program Fees set-up, Update Term Fees, Related Reports

2 hours Fees Office Manager. Fees Office Accountant, Fees Office Assistant Accountant

SFO104 Maintain Student Account

Pre-requisite: INTRO100, SFO100Clubs & Societies, Credit Exemptions, Initial Payment Penalty, Interest Calculation, Billing run, Print statements.

2 hours Fees Office employees

SFO105 Group Capture & Processing

Pre-requisite: INTRO100, SFO100Allowances, Refunds, Technical Waivers, Staff Differentials, Adhoc charge and payment posting & reversal, other batch processing

2 hours Fees Office Bookkeeper, Fees Office Accountant, Fees Office Assistant Accountant, External Bursary Division staff

SF-COL Collections Pre-requisite: INTRO100, SFO100Final letter of Demand, Service IND Mass Assign/Release, Upload of Attorney Fees.

3 hours Fees Office Senior Credit Controller, Fees Office Credit Controller, Fees Office Bookkeeper

SF-EXB External Bursars Pre-requisite: INTRO100, SFO100Setup & Maintain, Award & Disburse Aid, Bursar Progress Report & related reports, Bursar Statement

3 hours Fees Office External Bursary Division employees

SF-CASH Cashiering Pre-requisite: INTRO100, SFO100Cashiering setup. Cashiering systems and procedures.

3 hours GSB and Kramer Cashiers Office employees

CED-CASH Cashiering Pre-requisite: CED103Cashiering setup. Cashiering systems and procedures.

3 hours Centre for Open Learning employees

CED108 Fees Overview, Charging Fees, Payments & Refunds

Pre-requisite: CED103Student Financials Overview, Payments, Refunds, Maintain Student Account

3 hours Centre for Open Learning employees

IAPO104 Fees Overview, Charging Fees, Payments, Refunds and IAPO Proforma

Pre-requisite: INTRO100, IAPO101Student Financials Overview, Payments, Refunds, Maintain Student Account, IAPO Proforma Invoice

3 hours IAPO Finance employees

RESIDENCE MANAGEMENT SYSTEMS (RMS)

Course Number Course Description Duration Target AudienceRFO100 Residence

Facilities Officers

Pre-requisite: NoneOverview and navigating RMS. Extract residence allocation lists, Book students into rooms; Checking in and out of students in residence, Management of room and or meal plan bookings in terms of changes, Create and manage room closures, manage room inventory items and status, Running accommodation reports

6 hours Residence Facilities Officers

RFA100 Residence Facilities Assistants

Pre-requisite: NoneOverview and navigating RMS. Extract residence allocation lists, Book students into rooms; Checking in and out of students in residence, Create and manage room closures, manage room inventory items and status, Running accommodation reports

4 hours Residence Facilities Assistants

FDA100 Residence Front Desk Assistants

Pre-requisite: NoneOverview and navigating RMS. Extract residence allocation lists, Book students into rooms; Checking in and out of students in residence, Running accommodation reports

3 hours Residence Front Desk Assistants

RMS100 Housing Master Data Set up processes

Pre-requisite: NoneThis course allows the user to perform system maintenance which include: Creation of annual application periods, Create term dates, Set up new residences, configure rooms, setup accounting transactions, Updating accommodation rates, setup new residence master data, maintain residence master and managing RMS interfaces and Generating Reports

4 hours SHAAS Snr. Coordinator & Housing IT Coordinator

SHAAS100 Housing Communication Set up

Pre-requisite: NoneCreate letter templates, maintain application mail merge letters, modifying letter SQL statement, activating and deactivating letters

3 hours SHAAS Snr. Coordinator & Housing IT Coordinator

SHAAS101 Student Housing Admissions and Advocacy processes

Pre-requisite: INTRO100Overview of RMS, Allocate housing applicants to residences, Process residence offers, acceptances and cancellations, Generating communication, Billing and ad hoc charges, Processing residence withdrawals, Processing refunds and Running RMS reports

4 hours Student Housing Admissions team

SWD100 Sub-Warden Training

Pre-requisite: NoneOverview and navigating RMS. Extract residence allocation lists, Book students into rooms; Checking in and out of students in residence, Running accommodation reports

3 hours Sub-Wardens

VAC100 Vacation Accommodation Office processes

Pre-requisite: INTRO100Overview of RMS, Understand Student Vacation Business Processes, Generating booking quotations, Book students into vacation residences ; Process room/meal bookings changes in terms of booking date changes and cancellations , running RMS reports, create vacation term dates update vacation accommodation rates

4 hours Student Housing Admissions team