Onondaga Community College. WebAccess Faculty Guide

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1 Onondaga Community College WebAccess Faculty Guide July, 2011

2 Table of Contents Introduction... 3 How to Get There... 4 Getting Started... 5 User IDs and Passwords... 5 Log In... 8 Menus... 9 Navigation Miscellaneous Information Address and Phone Number Change Request My Advisees View Student Transcript View Student Schedule Program Evaluation View Student Test Summary Express Register Search & Register Drop Section View Student Profile Student Educational Plan Advisees Class Roster Grading My Class Schedule Student Lookup Student profile View Ed Plans for Non-Active Programs Student Advising Time Tracking Document Imaging Retrieval Colleague Query Transcript Query:

3 Onondaga Community College s WebAccess Introduction OCC WebAccess is a secured web interface to Onondaga Community College s administrative database, Colleague, allowing prospective students/guests, current students, faculty, staff and administrators the ability to conduct certain business with the College in an efficient and convenient manner. Access is granted to the appropriate functions based on who you are and what your role is. All that is needed is an internet connection. Although most options require a user ID, there are functions available that do not require you to login, including: Search for Classes/Sections What s my UserID? What s my Password? New Student/Create a User ID These options are available under each menu: Students, Faculty and Employee. Access to the system s secured functions requires you to log in using your unique User ID and confidential password. OCC WebAccess will automatically log you out after 30 minutes has elapsed without SUBMIT being clicked. 3

4 How to Get There There are multiple ways to access WebAccess: Option 1: From the OCC Public Website, Click on the Employees link: After logging in to the Employee site, Click on the WebAccess link 4

5 Option 2: Directly from the Employee website, employees.sunyocc.edu Click on the WebAccess link. Getting Started User IDs and Passwords In order to log in to WebAccess, two items are required: User ID Password The User Id identifies you to the system and assigns appropriate access. Faculty and staff user ids are the same ids that are used to sign into the College Network (and the same as the beginning of your College address). When accessing WebAccess the first time, the password will be your date of birth (mmddyy format). You will be prompted to change it during that initial logon. Passwords will expire periodically and a new one will need to be created. Passwords may be changed at any time via the What s my password function. 5

6 If you don t know your User Id or have forgotten your password, help is available. To retrieve your User ID, Click on Account Information Click on What s my User ID Enter Last Name (not case sensitive) AND Social Security Number with no spaces or Colleague ID number Click Submit User ID will then be displayed. Click OK to return to the Main Menu. The back button may return unexpected results. WebAccess Welcome Page If unsuccessful in using this option, call the Helpdesk at

7 To retrieve your password, Click on What s My Password from the WebAccess Welcome page Select either Show my password hint or Reset my password Click OK You may also change your password at any time by clicking on the Change Password option at the top of the page. If a hint was created, Show my password hint will display that hint. It is highly suggested that a hint be created at the first log in. If Reset my password is selected: Enter Last Name AND Social Security Number or Colleague ID number Password will be reset A temporary password will be created and ed to you at your OCC address. This temporary password will expire after logging in. You will now be able to create a new password of your liking. If you are still unable to log in, call the HELP desk at to have your password reset. Password hints: Both the User ID and password are case sensitive Always remember to create a hint to help you recall your password if forgotten Passwords must be 6-9 characters in length and include at least one number Passwords should not contain any portion of your name and should be unique Passwords are currently valid for 365 days 7

8 Log In To log in: Click on Log In Enter User ID Enter Password Click on Show Hint to view password hint 8

9 Menus The Main Menu is displayed. Access to the menus is based on who you are and what your role is. Each menu has different options. The following represent the options available under the Current Students, Faculty and Employees Menus (Note: Varying messages may appear on different menus/screens): Students: 9

10 Faculty: Employees: Faculty also have access to the Employees menu functions. 10

11 Navigation Throughout WebAccess, links are listed in the upper right hand corner to allow you to move through the application by simply clicking on the desired destination. Additional links may also appear at the bottom of the screen, depending on the menu option. When using WebAccess, do not click on SUBMIT more than once on a screen as it may log you out. As a security precaution, WebAccess will automatically log you out after 30 minutes without the SUBMIT button being clicked. From any screen, click the Main Menu, Faculty Menu or Employees Menu option to exit without updating. The back button may return unexpected results. Miscellaneous Information If not connected to a printer, you are still able to save information from the screens: Right click anywhere on the page Select all from the pop up box Hit CTRL (Control) and C to copy the data Go to Word, Notepad (where you want to save the information) Hit CTRL and V to paste Save as usual 11

12 Address and Phone Number Change Request The Address and Phone Number change request allows the preferred address, phone number and/or address to be changed. The current address is initially displayed. To change: Enter the new address information, new phone number and/or address o Phone number requires identification of the Type Enter the effective start to indicate when the new information becomes effective o MM/DD/YY format o If no date is entered, it is assumed the change should take effect immediately. Updates will be processed Return to the Menu NY Alert is an emergency notification system. In the event of a campus emergency, Campus Safety and Security can send out a message via and/or cell phone to all students and employees. To receive any notification, your contact information must be current in the system. To participate in the Alert system, enter a Y. If you do not wish to receive any notification, you may opt out by entering a N. Click the Main Menu or Faculty Menu option to exit without updating. 12

13 My Advisees My Advisees provides a listing of advisees assigned to you during a certain period of time by term or specific dates. From the Faculty Menu: Click on My Advisees Select the Term to view all advisees at the start of the term OR enter Start and End Dates (format of MM/DD/YY). Both dates are required. To view only current advisees, enter today s date in both the Start and End Dates. If the Term or dates are not entered, the list presented will consist of all advisees that have been assigned, irrespective of any assigned start and end dates. Actions that may be performed include: View Student Transcript View Student Schedule Evaluate Program View Student Test Summary Express Register Search and Register Drop Section View Student Profile View Retention Cases Student Education Plan 13

14 My Advisees cont d Actions may be viewed for only one advisee at a time. From the list of advisees: Select one advisee (The scroll bar may be used to find a student or reach the bottom of the page) Select an action for that advisee Different actions may be viewed or processed. Examples of each action follow. To view another advisee or another function within WebAccess after completing the action: Click OK to return to the Faculty Menu or Click Faculty Menu on the Navigation Bar The back button may return unexpected results. 14

15 My Advisees Actions View Student Transcript For the advisee: Select action View Student Transcript Select the transcript type: S All graded semesters OR R Graded & Not Graded semesters Transcript is displayed Note: Students must request Official transcripts via the Official transcript request on the Student Menu. Click OK to return to the Faculty menu. The back button may return unexpected results. 15

16 My Advisees Actions cont d View Student Schedule For the advisee: Select action View Student Schedule Select the term to view Schedule is displayed Click OK to return to the Faculty menu. The back button may return unexpected results. 16

17 My Advisees Actions cont d Program Evaluation * The Evaluate Program action will evaluate the student s progress in satisfying the requirements of the current active academic program. Selecting the What if evaluates requirements if the student should change academic programs. The What if evaluation does not indicate if the student meets the entry criteria for that program, nor does it include information on waivers or substitutions. *The Program Evaluation is utilizing the Colleague Degree Audit option. To perform an evaluation for the advisee: Select action Evaluate Program Select the active program to be evaluated or the What if program Note: There is only the one option under What work do you want to include? If the What if option is selected: click on the catalog that would apply for this student if they entered this program: (only a future catalog may be selected): 17

18 My Advisees Actions cont d The Academic Evaluation appears: (The following example is a partial copy of the actual evaluation) Scroll by using the scroll bar or the Page Down button on your keyboard. Click OK to return to the Faculty menu. The back button may return unexpected results. 18

19 My Advisees Actions cont d View Student Test Summary To view tests the advisee has taken regarding Admission, Placement or Others: Select action View Student Test Summary for the advisee Test results are displayed Click OK to return to the Faculty menu. The back button may return unexpected results. 19

20 My Advisees Actions cont d Express Register While the students are encouraged to register through the Student menu, the ability to search for subjects, courses and sections is provided to the advisor as a planning tool. The results of these searches can be printed and given to the student to help complete their registration or used to complete the Curriculum Outline. To utilize the Express Registration for the advisee, you must know the synonym or combination of subject, course number and section number: Select action Express Register Enter exact values for the Synonym or Subject, Course number and Section Number. 20

21 My Advisees Actions cont d The section requested will be placed in the Shopping cart for further action. At this point, the student is NOT REGISTERED. They must log in as soon as possible to complete the registration process, including the completion of the student s electronic signature, accepting financial responsibility. To register: Select Action RG Register at Action for Shopping Cart to register for all sections OR Select Action Register at the individual line to register for individual sections If one Section errors, all Sections will error. Click the Main Menu or Faculty Menu option to exit without updating. The back button may return unexpected results. 21

22 My Advisees Actions cont d Search & Register The Search & Register action provides for a broader section search. To utilize Search & Register for the advisee: Select action Search and Register Enter a minimum of: Term OR Start/End Dates (if used, both start and end dates must be entered, MM/DD/YY format) Academic Level CE Community Education or UG Undergraduate AND at least one other criteria. Specific searches may be performed to find sections that: Meet at or before a certain time (Sections meeting..) Meet on a specific day Meet at a specific location Contain a keyword (field is not case sensitive) Are taught by a specific instructor Specifying narrow search criteria may result in no sections being found. 22

23 My Advisees Actions cont d Results are displayed in the student s shopping cart for further action. The results may be sorted by Faculty, Location, Term or Name for easier review. Current registrations are also displayed. Remember - At this point, the student is NOT REGISTERED. They must log in as soon as possible to complete the registration process, including the completion of the student s electronic signature, accepting financial responsibility To register: Select Action Register at Action for Shopping Cart to register for all sections OR Select Action Register at the individual line to register for individual sections If one Section errors, all Sections will error. Links are provided at the bottom of the page to connect to any of the following: Account Summary Make a Payment Search/Register for Sections My Schedule Click the Main Menu or Faculty Menu option to exit without updating. The back button may return unexpected results. 23

24 My Advisees Actions cont d Drop Section Once a student has registered for a section, it may be dropped via the DROP action. While the function is available to the Faculty, the student should perform the actual Drop as there are potential financial aid and other issues that can result; i.e. the student may fall below full time status. To drop a section: Select Action Remove from List at Action for Shopping Cart to drop all sections OR Select Action Remove from List at the individual line to drop an individual section Click the Main Menu or Faculty Menu option to exit without updating. The back button may return unexpected results. 24

25 My Advisees Actions cont d View Student Profile ** The student profile displays both personal and academic information for the student. To view the profile for the advisee: Select action View Student Profile The profile is displayed Click OK to return to the Faculty Menu. The back button may return unexpected results. ** The Student Profile may also be accessed from the Class Roster and Student Profile menu options under the Faculty Menu. 25

26 My Advisees Actions cont d Student Educational Plan Advisors can create a Student Educational Plan containing the courses a student should take. The plan can be set up to include courses for up to two semesters out from the current semester. If curriculum tracks have been created, courses from those tracks are added as suggested courses so that the advisor needs to enter only the term and approve each course. Students have access to view and print their educational plans, but they cannot create or modify their educational plans. To view the student s education plan: Select action Student Educational Plan Select the program The student s educational plan may also be viewed by the Student Lookup function. 26

27 My Advisees Actions cont d 27

28 My Advisees Actions cont d The Modify a Plan form can be used to perform the following functions: Add and delete courses Change the term when the student should take a planned course View detailed information about a course, including course requisites, on the Course Information form View suggested courses that defaulted from a curriculum track, if one was defined for the academic program View suggested courses and public comments that a student entered Change the term of a suggested course Approve suggested courses Add or modify the educational goal Add or modify public and private comments the student that updates have been made to the plan 28

29 Advisees The Advisees option provides a list of advisees for a specific term or date range. From the Faculty Menu: Select Advisees Select the Term to view all advisees at the start of the term OR enter Start and End Dates (format of MM/DD/YY). Both dates are required. To view only current advisees enter today s date in both the Start and End Dates. If the Term or dates are not entered, the list presented will consist of all advisees that have been assigned, irrespective of any assigned start and end dates. The list of advisees appears: Click OK to return to the Faculty Menu. The back button may return unexpected results. 29

30 Class Roster The Class Roster provides a list of your students for a specific term or date range. From the Faculty Menu: Select Class Roster Select the Section by clicking on the Section Name/Title OR Select the Term or date range by entering Start and End Dates (format of MM/DD/YY). Both dates are required. The class roster is displayed: 30

31 The Student Profile may be obtained at this point by clicking on the student name. From the Class Roster, you may: the individual student by clicking on their Address OR the entire class by clicking on Click OK to return to the Faculty Menu. The back button may return unexpected results. 31

32 Grading The Grading option of WebAccess allows the input of final grades for a specific term or class. From the Faculty Menu: Select Grading Select the Term to grade OR enter Start and End Dates (format of MM/DD/YY). Both dates are required. If the Term or dates are not entered, the list presented will consist of all advisees that have been assigned, irrespective of any assigned start and end dates Select F Final for the type of grading Check the box for the Class to be graded 32

33 Enter the appropriate grade for each student. Note, for larger sections, the scroll bar on the right had side should be used. If awarding an I (Incomplete), an expiration date must be entered and must be on or before the end date of the following term. Click the Main Menu or Faculty Menu option to exit without updating. After clicking SUBMIT, a confirmation screen will appear: 33

34 NOTES: Grades of X and W cannot be issued during the final grading cycle. All students must be issued a grade You do not have to enter all your grades at once. However, you do need to hit SUBMIT after each session of grading. Grades cannot be altered electronically after the day you have graded your course (grades are verified each evening). A formal grade change form must be submitted to the Certification and Records/Registrar s Office in accordance with the Academic Rules. Students who audit your course and have had satisfactory attendance should be given an audit grade of AU. Audit status appears on the course section roster. Only enter the appropriate grades for that particular dept/course (i.e. Math remedial SB+, Nursing EM, etc.). Detailed information related to grading may be found on the Employee Website Faculty page. The Grading Manual is under Faculty Reference. 34

35 My Class Schedule My Class Schedule provides a class schedule for the instructor by term or date range. From the Faculty Menu: Select My Class Schedule Select the Term to view OR enter Start and End Dates (format of MM/DD/YY). Both dates are required. If the Term or dates are not entered, the list presented will consist of all advisees that have been assigned, irrespective of any assigned start and end dates Your class schedule is displayed: Click OK to return to the Faculty menu. The back button may return unexpected results. 35

36 Student Lookup The Student Lookup allows for a review of ANY student. The student does not have to be an advisee. Student Lookup provides most of the options available under My Advisees: Evaluate Program View Student Schedule View Student Test Summary View Student Transcript View Student Plan From the Faculty Menu: Select Student Lookup Enter the Student Id or SSN. If not known, use the Advisees option available under the Faculty Menu to obtain it. If the student is not one of your Advisees, you may obtain the Student ID from the Class Roster function, Colleague or through the Document Imaging Retrieval function Select the action o EVAL Evaluate Program o EDPLN Add or Change Plan o SCHED View Student Schedule o TEST View Student Test Summary o TRAN View Student Transcript o EDPLI View Student Plan Further details for each action available under Student Lookup may be found in the My Advisees section. 36

37 Student profile The student profile displays both personal and academic information for the student. From the Faculty Menu: Select Student Profile Enter the Student ID or SSN If not known, use the Advisees option available under the Faculty Menu to obtain it. If the student is not one of your Advisees, you may obtain the Student ID from the Class Roster function, Colleague or through the Document Imaging Retrieval function The Student Profile is displayed: Click OK to return to the Faculty Menu. The back button may return unexpected results. 37

38 View Ed Plans for Non-Active Programs If a student s academic program changes, the current student educational plan is made inactive. From the Faculty Menu: Select View Ed Plans for Non-Active Programs Enter the Student ID number as 7 digits or Social Security Number with no dashes If a plan does not exist, message will be displayed: Select the academic program with catalog year by clicking the checkbox in the Choose One column. The Student Plan Inquiry screen will display (see next page). 38

39 39

40 Student Advising Time Tracking An advisor can enter the amount of time spent advising a student by using the Student Advising Time Tracking form. The form will record and retain dates and a total (in minutes) of the time an advisor has spent with the student. From the Faculty Menu: Select Student Advising Time Tracking Enter the Student ID number as 7 digits or Social Security Number with no dashes Select the academic program with catalog year by clicking the checkbox in the Choose One column The View/Enter Advising Time form Plan Inquiry screen will display 40

41 Enter the advising time for the student in the Time (in Minutes) field In the Next Action field, select from additional options: Enter More Time for this Student/Program Enter Time for a Different Program for this Student Return to Faculty Menu OR Leave the field blank Notes: The Enter Advising Date defaults to the current date. If entering time for a date other than the current date, change the Enter Advising Date to the appropriate date. If advising times for the student were previously entered, the dates and Time (in Minutes) will appear under the Advising Dates and Minutes columns. 41

42 Document Imaging Retrieval OnBase OnBase is the document imaging retrieval system used at OCC. This option provides the capability to view various documents retained by the College. From the Faculty Menu: Select Document Imaging Retrieval A prompt to view both security and nonsecure items may appear next. Click Yes to continue The OnBase system will automatically log you in. Within OnBase, there are two types of queries available to you: Colleague Query Transcript Query Selection search is based on the student s Name or Social Security Number. 42

43 Colleague query will provide a listing of various types of documents to view for the student, such as High School and Other College transfer transcripts. Selection search is based on the student s Colleague ID, Social Security Number, Name or Date of Birth. Transcript query provides a listing of OCC transcripts prior to 1994 to view. To view more recent transcripts, go to My Advisees, View Student Transcript (TRAN). Icons used within OnBase are: Retrieve User Options User to change Password Help Log Out of system Run Query Query History Clear Keywords To run a query: Select the type of query to run Enter the identifying information for the student o For searches by Colleague ID, any leading zeros must be entered Click on the binoculars to run. Once the list of documents is returned, click on the document to view. The Search fields on the left may be hidden by clicking on the Hide Navigation Bar arrow to the left of the document type scroll bar. When viewing a document, you may see a sticky note attached to the document. This note will appear as. To view the note, double click on the note. 43

44 Examples: Colleague Query If more than one individual or document is returned, the results may be sorted by clicking on the Colleague ID, or First Name 44

45 Document Imaging Retrieval cont d Transcript Query: If more than one individual or document is returned, the results may be sorted by clicking on the SS# or First Name. The Search fields may be hidden and the results sorted in the same manner as viewing the Colleague Query. 45

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