COMPLETE TRAINING GUIDE

END OF TERM COMPLETE TRAINING GUIDE Winter 2018 (2181)

End of Term - Complete Training Guide Academic Standing... 3 Review Students by Academic Standing... 3 Approve Students Assigned a Standing of Academically Withdrawn... 4 Comment Codes... 5 Advising Comment Codes... 5 Person Comment Codes... 6 Faculty Centre... 8 How to Log In... 8 Final Grade Submission... 9 Grade Rosters... 9 Grading Basis... 10 Entering/Submitting Final Grades... 11 Successful Grade Submission... 12 Grad Review... 13 Auto Graduation... 13 Pending Grads... 13 Grade Change & Temporary Grades... 15 Perform a Grade Change... 15 Temporary Grades... 17 Promo Queries... 19 Hyperlinks in Queries... 19 Query Prompts... 19 Promo Queries... 20 Academic Advising Queries... 20 Tips and Terminology... 21 Setting your User Default Values... 21 Viewing Academic Advisement Reports During Grade Blackout... 22 Transcript Types... 24 GPA... 24 Academic Standing... 24 Overall End of Term Process... 25 Transcripts (Batch)... 26 Print/Save in Batch... 26 Population Select... 27 Winter 2018 (2181) Page 1 Complete Training Guide

Student Select List... 30 Transfer Requests... 33 Review Request to Transfer... 33 Add an Advising Transcript Comment... 33 What s New?... 35 New for Winter 2018... 35 New for Fall 2017... 35 New for Summer 2017... 35 New for Winter 2017... 36 Winter 2018 (2181) Page 2 Complete Training Guide

Academic Standing Review Students by Academic Standing Required: Change Standing of Reassessment Needed Review students with an academic standing of Reassessment Needed. This standing is assigned to students who have received a second consecutive standing of probation. In these cases, manual intervention will be required to determine if they will remain on probation, will be granted a satisfactory status, or will be academically withdrawn. This is a temporary standing that needs to be manually updated via Comments for the RO after a decision has been made. Note: The Reassessment standing only includes students who are on probation a 2 nd consecutive semester. Run the Students by Academic Standing query to generate a list of students. Main Menu > Student > Records and Enrollment > Term Processing > End of Term Processing > Promo Queries > Students by Academic Standing Enter Term, Program Code, Campus and Standing (REAS for Reassessment Needed) Add a Person Comment to request an Academic Standing change: Click the standing value in the query results (standing is a hyperlink). The Person Comment Entry search page will open in a new browser tab with the Student ID filled in. Click the Add button. The Person Comment Entry page will open. The Administrative Function and Variable Data values should be prepopulated based on your User Defaults. (If you have not set your User Default Values, see the Tips & Terminology document for how to instructions.) Choose the Comment Category for the new academic standing and click the SAVE button. The options are: o Close this page to return to the query results. Winter 2018 (2181) Page 3 Complete Training Guide

Optional: Review Students with a Standing of Probation Review students with an academic standing of Probation (this can be an optional step depending on program specific procedures). This standing is assigned to students who have poor academic performance (see chart below for thresholds). In these cases, you can leave a student on probation or request a change to their academic standing (i.e. academically withdrawn) by adding a Person Comment. Term GPA # of Failing Grades Diploma < 1.7 or > 2 Degree < 2.5 or > 2 Run the promotion query Students by Academic Standing- Probation to generate a list of students for your program that require an academic standing decision. For students that you want to leave in probation you do not have to make any changes to their account. For students you want to request a change to their academic standing, follow the steps to add a Person Comment with the new Academic Standing. Approve Students Assigned a Standing of Academically Withdrawn Required: Add Person Comment Promotion Committees are required to have the appropriate program Chair sign off transcripts when a student is withdrawn from a School. Add a Person Comment with a request to change the student s academic standing to Standing Change Withdrawn Print the student s transcript Have the program Chair sign the transcript Send the transcript to Registration for processing Note: You can also batch print multiple transcripts AND/OR produce multiple transcripts into one PDF for filing purposes. Refer to the Advisor User Guide. Optional: Recommend Alternate Program Add an advising comment to recommend student to another program. Use advising comment AA004 and append the recommended program code and/or description. Save PDF of all withdrawn transcripts and file. Winter 2018 (2181) Page 4 Complete Training Guide

Comment Codes Advising Comment Codes Main Menu > Student > Records and Enrollment > Transcript > Advising Transcript Comments Advising Comments Comment Code Description Comment Type Pre-populated Comment Text Append Comments AA001 Must Repeat Append - YOU MUST REPEAT THE FOLLOWING: [enter course(s), semester, module, or level] AA002 INC Grade Will Change Append - YOUR "INC" GRADE WILL BE CHANGED UPON COMPLETION OF: [enter details] AA003 SUP/DEF Exam Details No longer active. See AA015 & AA016 for alternative comments. AA004 Recommended To Study Append - YOU HAVE BEEN RECOMMENDED TO STUDY IN: [enter program] AA005 Contact DL: SUP/DEF Exam Fixed - CONTACT DL@SENECACOLLEGE.CA TO MAKE ARRANGEMENTS TO WRITE YOUR DEFERRED/SUPPLEMENTAL EXAM. n/a AA006 Qualify for Block Transfer Append - BASED ON YOUR ACADEMIC PERFORMANCE, YOU MAY QUALIFY FOR ADMISSION TO: [enter program/semester] AA007 Program Transfer: Evaluating Append - YOUR REQUEST TO TRANSFER IS BEING EVALUATED FOR THE FOLLOWING PROGRAM: [enter program, campus, and term in the following format: PROG_CAMPUS_TERM] AA008 Program Transfer: Granted Append - YOUR REQUEST TO TRANSFER HAS BEEN GRANTED FOR THE FOLLOWING PROGRAM: [enter program, campus, and term in the following format: PROG_CAMPUS_TERM] AA009 Program Transfer: Denied Append - YOUR REQUEST TO TRANSFER HAS BEEN DENIED FOR THE FOLLOWING PROGRAM: [enter program, campus, and term in the following format: PROG_CAMPUS_TERM] AA010 AH Suspension Terms Append - YOU MAY RETURN TO STUDIES IN: [enter term, e.g. Winter 2016] AA011 Meets ELI Requirements Append - MEETS ELI REQUIREMENTS [Specify diploma, degree, or graduate certificate program] AA012 Academic Advisement Required Append - ACADEMIC ADVISEMENT REQUIRED [enter details] Winter 2018 (2181) Page 5 Complete Training Guide

AA013 WIL Fixed - NOT ELIGIBLE TO CONTINUE IN WIL PROGRAM; TRANSFERRED TO NON-WIL n/a AA014 Leave of Absence: Granted Append - LEAVE OF ABSENCE GRANTED UNTIL: [enter term, e.g. Winter 2016] AA015 SUP Exam Details System Generated or Append AA016 DEF Exam Details System Generated or Append - DETAILS FOR WRITING YOUR SUP EXAM ARE AS FOLLOWS: - DETAILS FOR WRITING YOUR DEF EXAM ARE AS FOLLOWS: [enter date, time, location] [enter date, time, location] SUP (AA015) & DEF (AA016) comments are required to be entered manually if your department has opted out of having batch comments assigned. Please speak to your Promotion Meeting lead to confirm the arrangements made by your department. Advising Comments only appear on the student s Advising Transcript. They do not appear on the Unofficial or the Official transcript. Person Comment Codes Main Menu > Campus Community >Comments > Comments - Person > Person Comment Entry Request for Academic Standing Change Comments Comment Code SCGOOD SCPROB SCSAT SCWITH STAND Description Standing Change GOOD Standing Change PROBATION Standing Change SATISFACTORY Standing Change WITHDRAWN Request Standing Re- Run Usage To be used to request a change to an Academic Standing of Good. To be used to request a change to an Academic Standing of Probation. To be used to request a change to an Academic Standing of Satisfactory. To be used to request a change to an Academic Standing of Academically Withdrawn. To be used when a grade change has been made and you would like an academic standing to be assigned using the rules configured in PeopleSoft. ELI Comments Comment Code Description Comment Type Comment Text ELI Change program to ELI Free Form Enter details ELIA Change program to ELIA Free Form Enter details ELIB Change program to ELIB Free Form Enter details ELIG Change program to ELIG Free Form Enter details Winter 2018 (2181) Page 6 Complete Training Guide

ELIP Add student to ELIP in PSE Free Form Enter details Grad Comments No longer required. See Grad Review or What s New section for more details. Winter 2018 (2181) Page 7 Complete Training Guide

Faculty Centre How to Log In Navigate to http://my.senecacollege.ca Log in using your username (firstname.lastname) and password. Click the Employees tab Click on the Student tab within the My.Seneca i3 module Click on the Faculty Centre link. Winter 2018 (2181) Page 8 Complete Training Guide

Final Grade Submission Grade Rosters To confirm that a Grade Roster has been created, look next to the class for the symbol. In the sample below, a Grade Roster has been created for APC100, but not for COM470. Generally, Grade Rosters are created a 2-3 weeks prior to the end of class. Winter 2018 (2181) Page 9 Complete Training Guide

Grading Basis Access the Grade Roster by clicking on the symbol next to the class. To confirm that the correct Grading Basis has been assigned to your class, click on one of the drop down box under the Roster Grade to view available grades. Confirm that you have access to the grades you require. For example, if your class is graded with letter grades, you will want to see A+, A, B+, etc. However if your class is graded SAT or UNSAT, ensure that you have access to the SAT, UN, grades. GRADING BASIS Winter 2018 (2181) Page 10 Complete Training Guide

Entering/Submitting Final Grades Grades are submitted as follows: Enter a grade for ALL students on the roster. Set Approval Status to APPROVED. SAVE! Winter 2018 (2181) Page 11 Complete Training Guide

Successful Grade Submission Once the Grade Roster has been set to APPROVED and has been SAVED the grades in the Roster Grade column will no longer be editable; consider that confirmation that the Grade Roster has been successfully submitted. Winter 2018 (2181) Page 12 Complete Training Guide

Grad Review Auto Graduation The FINAL Academic Requirements report is used to identify all students who have met the requirements to graduate as specified in a program s curriculum. The Auto-Grad process will have identified many students who have met the requirements to graduate and updated their records accordingly. These students do not require review during Promotion meetings. However, if you wish to review a list of these students, run the following query: Main Menu > Student > Records and Enrollment > Term Processing > End of Term Processing > Promo Queries > Grads by Term Note: The FINAL Academic Requirements Report can be accessed by clicking the Career Nbr. link in the query results. The report accessed through the Student Services Ctr (Student) includes In Progress courses. Pending Grads Run the Student Grad Status Pending query to generate a list of students: Main Menu > Student > Records and Enrollment > Term Processing > End of Term Processing > Promo Queries > Students Grad Status Pending Enter Program and Campus Review Academic Requirements Click the student s Career Nbr. (i.e. 0 or 1). Career Number is a hyperlink. The Request Advisement Report screen will open in a new browser tab. Click the Add button (verify student ID and Report Type = FINAL). On the Report Request page, click the Process Request button to display the FINAL advisement report. Winter 2018 (2181) Page 13 Complete Training Guide

If the requirements default is collapsed and the program requirements are satisfied (at the highest level, the program level), then the student has completed all courses. Update Record If the requirements are not met, perform any possible outstanding tasks to update the student s record in order for them to meet the system defined requirements. This could include: o Updating a milestone status o Waiving a requirement o Adding a course substitution Person Comments NO LONGER REQUIRED After numerous terms of testing the Records and Registration Offices have been able to successfully query the data and extract eligible students for graduation without relying on the series of GRAD-C/E/S/N person comments. Reports are pulled daily identifying newly eligible students for graduation. Any changes that are made such as grade changes, late grade submissions or the addition of SUBs are reflected in these reports. Potential grads are carefully tracked by both the Records and the Registration Office. Should PENDING grads still be outstanding after Promos, the Registration Offices may reach out to the Program Areas for confirmation of the student s eligibility. Winter 2018 (2181) Page 14 Complete Training Guide

Grade Change & Temporary Grades Perform a Grade Change Click the Academics tab. In the Term Summary section, click the current Term and then the Quick Enrollments link. The Quick Enroll page is displayed: Select the Change Grd. item from the action dropdown menu. Use the Class Nbr. look up to search for the class number. The Enrollment Listing page is displayed. Winter 2018 (2181) Page 15 Complete Training Guide

When the enrollment list is displayed, click on the checkbox (deselect) for the desired subject. The quick enrollment page is displayed again. Click the Units and Grade Tab. Enter the new grade in the Grade Input field or use the look-up lens to select a grade. Click Submit (check that is says success after you clicked submit) Close this page to return to query results. Note: Grades Changes are processes immediately. Winter 2018 (2181) Page 16 Complete Training Guide

Temporary Grades Required: Review Students with Temporary Grades of INC, SUP or DEF Run the Temporary Grades query to generate a list of students for your program. Main Menu > Student > Records and Enrollment > Term Processing > End of Term Processing > Promo Queries > Temporary Grades by Program Enter Academic Program and Term (2174) For each student, perform a grade change or add an advising comment for INC grades. (Add an advising comment for SUP and DEF grades only if required. See note below in the Add an Advising Comment section for more details.) Note: You can only change grades for the current term. Past terms and changes after promotion meetings will require a grade change form submitted to the RO. Add an Advising Comment NOTE: The following steps are only required for INC grades. (SUP and DEF grade comments may be needed if your department has opted out of having batch comments assigned. Please speak to you Promotion Meeting lead to confirm the arrangements made by your department.) Click the student s name in the query results (name is a hyperlink). The Advising Transcript Comments search page will open in a new browser tab with the Student ID filled in. Select the correct Career and click Search. The Advising Transcript Comments page will open. Select the required comment code: AA002 AA003 For INC grades For SUP/DEF grades (use only if needed) Details for the completion requirements, or exam date and time information should be added to the predefined comment by entering the text in the Append Text box. Winter 2018 (2181) Page 17 Complete Training Guide

After you ve keyed in the details, click Append and then Save. Close this page to return to query results. After you ve keyed in the details, click Append and then Save. Close this page to return to query results. Winter 2018 (2181) Page 18 Complete Training Guide

Promo Queries Hyperlinks in Queries The queries used in promotion meetings now contain hyperlinks embedded in the query results. The clickable links in each row of the query results will take you directly to the page required to perform a specific transaction for a specific student. The links are: Career Number: Link to the student s Final Advisement Report (excludes In Progress courses) Program: Link to the Transcript Request Page Student ID: Link to the Student Services Ctr (Student) Student Name: Link to Advising Transcript Comments Academic Standing: Link to Person Comment Entry Note: Each link will open in a new browser tab. Close the new tab to return to the query results page. Query Prompts Different queries require different criteria. The number of prompts to run many of the queries has been reduced. For example, you will no longer be prompted for Academic Institution or Career when running the Students by Academic Standing query. Some of the common prompts are: Academic Program / Program Code: i.e. LAW (Police Foundations) Term: i.e. 2171 (for Winter 2017) Campus: i.e. KG (for King). For programs offered multiple campuses, enter % to view a list for all. Course ID: i.e. 8763 Grd Pt/Unt (Less than): i.e. 2.0 GPA Below Minimum: i.e. 2.0 Trans. To Prog (wrap with %): i.e. %LAW% Winter 2018 (2181) Page 19 Complete Training Guide

Promo Queries Main Menu > Student > Records and Enrollment > Term Processing > End of Term Processing > Promo Queries Query Name Query Function Temporary Grades By Program Temporary Grades For SELS Students By Academic Standing Request To Transfer Students Grad Status Pending Grads By Term Course Grade Below Minimum Cumulative GPA Below Minimum Level Progression by Program Term GPA Below Minimum Term GPA Within Range Generates a list of students by program and term who have a temporary grade of INC, SUP, or DEF. Generates a list of students by program and term who have a temporary grade of INC, SUP, or DEF in an ELS course. Generates a list of students by program, campus, term, and academic standing. Generates a list of students who have requested transfer into another program. Generates a list of students with a graduation status of pending. This list does not include students identified as meeting all program requirements during the new autograd process. Generates a list of students who have been identified as eligible to graduate based on their FINAL Academic Advisement Report. These students have been batch processed and do not require review. Generates a list of students who have earned below a specified grade point for a given course. Generates a list of students who have earned below a specified grade point for all graded classes for all terms Generates a list of students and provides their ending term level and the upcoming term level progression value. Generates a list of students who have earned below a specified grade point for all courses taken for the given term. Generates a list of students who have earned a grade point average that falls within a user specified range. Academic Advising Queries Main Menu > Student > Academic Advisement > Queries Query Name Query Function Active Students by Program: Generates a list of students by program, campus, and term. Milestone Status by Program: Generates a list of students by program, campus, term, and milestone status. Note: other queries are available in the Academic Advisement > Queries folder. Winter 2018 (2181) Page 20 Complete Training Guide

Tips and Terminology Setting your User Default Values Setting user default values prior to performing promotion meeting tasks, will eliminate the need to enter an administrative function and related variable data when adding a Person Comment (to request a change to a student s Academic Standing). Note: The ability to set user defaults is part of the PROMO security role. Winter 2018 (2181) Page 21 Complete Training Guide

Viewing Academic Advisement Reports During Grade Blackout An Academic Advisement (ADV) Report is created for every student prior to grades being posted each term. Once the grade blackout period takes effect, students will only have access to that version of their advisement reports. To generate and view a report with posted grades, or updates/changes (SUPs etc.), you must generate the report via the standard system navigation. Any attempt to run a report through the Advisor Centre, or Student Services Centre will only return a version of the Advisement reports that were generated prior to grades being posted. Main Menu > Student > Academic Advisement > Student Advisement > Request Advisement Report Click Add a New Value tab Enter student number Enter ADV report type Click Add On the Report Request tab click the Process Request button to display the Advisement Report. Winter 2018 (2181) Page 22 Complete Training Guide

Once the report has been processed you will be brought to this page. You can either review the report on the current page, or select the PDF version. Winter 2018 (2181) Page 23 Complete Training Guide

Transcript Types Transcript Type Official Transcript Unofficial Transcript Advising Transcript A detailed record of a student s academic history at Seneca College, and carries an authorized signature. Students are able to request official transcripts from the Self-Service menu in the Student Centre. A fee is charged for each copy. A list of completed courses and grades from Seneca College. Unofficial transcripts can be viewed from the Student Centre, the Advisor Centre, and the Student Services Ctr (Student). Includes all the information that is included in an unofficial transcript as well as additional information such as academic standing, advising comments, and any converted ARIES comments. GPA GPA Terminology Term GPA Cumulative GPA Program GPA Graduating Program GPA The grade point average for all graded classes which are attempted in a single term (regardless of whether or not it is a program applicable credit). The grade point average for all graded classes for all terms (cumulative Term GPA). The grade point average of all graded courses used to meet program requirements (as tracked by the Academic Advisement Report). This GPA does not included unsuccessful/failed courses. The grade point average of all graded courses used to meet the program requirements at the time of program completion/graduation. Note: Courses in the non-applicable credits section of transcript (below the line) in ARIES were converted without GPA units; therefore, they will not be included in the GPA calculations. For all terms prior to Winter 2015, the Cumulative GPA will only include those courses that were above the line in ARIES. Depending on when a program performed transcript clean-up activities, the number of courses included or excluded in the Cumulative GPA will vary. Academic Standing The following rules are configured in the system to assign an academic standing. Standing Good Satisfactory Probation Reassessment Needed Academically Withdrawn Rule >=1.7 and 0 Fails (Dip./Cert.) >=2.5 and 0 Fails (Degree) >=1.7 and <=2 Fails (Dip./Cert.) >=2.5 and <=2 Fails (Degree) <1.7 or > 2 Fails (Dip./Cert.) <2.5 or > 2 Fails (Degree) Second consecutive standing of Probation. Temporary standing only. No rule. Assigned manually. Academic standing is a term specific value that indicates, to both the student and the College, how the student has performed. It is not a measure of progression through a program. Note: Rules may not accurately apply to programs with a minimal passing grade higher that a D. Winter 2018 (2181) Page 24 Complete Training Guide

Overall End of Term Process Pre Promotion Meeting Registrar s Office Generate FINAL advisement reports Batch graduate students identified as having met all their program requirements (based on FINAL Academic Advising Report) Create grade rosters (and post final grades) Populate Program GPA Run academic standing, level progression, and honours/awards processes Update graduation status to pending Academic Schools Enter final grades Update student milestones Promotion Meeting: Academic Schools Generate lists of students to be reviewed Add Person Comments to request changes: Add Advising Comments and append additional details Change grades Withdraw students Process requests to transfer Update graduation pending statuses Post-Promotion Meeting: Registrar s Office Process requests to change academic standing Run PHL process Update graduation status Deregister students with a standing of Academically Withdrawn Winter 2018 (2181) Page 25 Complete Training Guide

Transcripts (Batch) Print/Save in Batch You can print multiple transcripts at once and/or save multiple transcripts as one PDF. There are two functions to do this: Population Select: Choose from a pre-populated list of students (i.e. all active students by program). Note: There is no option to batch print by academic standing. Student Select: Manually enter multiple student numbers. Navigation: 1. Main Menu 2. Student 3. Records & Enrollment 4. Transcripts 5. Batch Transcripts 6. Process Transcripts The Process Transcripts page is displayed: Winter 2018 (2181) Page 26 Complete Training Guide

7. Click Add a New Value 8. Enter a Run Control ID name (create a new name for your file that is text only and NO spaces) 9. Click Add Note: The Run Control ID will be saved and used next time you want to create advising transcripts in batch. For subsequent requests, use the Find an Existing Value not the Add a New Value tab. For Population Selection: Proceed to Step 10 For Use Student Select: Proceed to Step 21 Population Select Winter 2018 (2181) Page 27 Complete Training Guide

10. From the dropdown menus in the Transcript Type, select Advising Transcript 11. From the dropdown menus in the Process Action, select Request, Generate and Print. 12. In the Request Options box, Click to select Override Service Indicator 13. In the Population Selection box, click to select Population Selection 14. In the dropdown menu of Selection Tool, select PS Query 15. Click on the magnifying lookup lens next to Query Name 16. Select Transcript Query by Program, Campus, Trm Winter 2018 (2181) Page 28 Complete Training Guide

The query you selected is automatically populated in the Query name field: 17. Click the Edit Prompts link 18. Fill in Edit Prompts Information 19. Click OK to return to the main page. 20. Click Run PROCEED TO STEP 29 Winter 2018 (2181) Page 29 Complete Training Guide

Student Select List To Print using Student Select List 21. From the dropdown menu in Transcript Type, select Advising Transcript 22. From the dropdown menu in Process Action, select Request, Generate and Print. 23. In the Request Options box, Click to select Override Service Indicator 24. In the Student Select List box, click to Select Use Student Select 25. Add in student number under Empl ID 26. To add additional students, click Add Row button and repeat step 25. 27. To remove a student, click the Delete Row and then click OK 28. Click Run Winter 2018 (2181) Page 30 Complete Training Guide

The Process Scheduler Request page is displayed: 29. Click OK on the Process Schedule Request page You are brought back to the Process Transcripts page: 30. Click Report Manager Winter 2018 (2181) Page 31 Complete Training Guide

The Report Manager page is displayed: 31. Click on Administration 32. Click on the pdf link under Description (you can see which report is yours by looking that the time stamp). Your report could take some time, if it does not appear, see next step. 33. If your report does not appear, click Refresh Note: depending on the size of the file, it may take several minutes to produce, and you will have to refresh the page. If after a while, it does not appear when you Refresh, Go back to Process Transcripts and re-run through the steps to ensure they were done correctly) The pdf report will open as a new tab in your internet browser (if it does not, check to make sure your popup blockers for this site is off). 34. Once the PDF opens, you can either print or save the document. Winter 2018 (2181) Page 32 Complete Training Guide

Transfer Requests Review Request to Transfer When a student requests to transfer (completes and submits a form), Registration will add an advising comment (#AA007): YOUR REQUEST TO TRANSFER IS BEING EVALUATED FOR THE FOLLOWING PROGRAM: ECE_KG_2157 In the above example, the data appended by Registration follows the syntax PROGRAM_CAMPUS_TERM. This is so that we are able to produce a list of students who have requested transfer into a specific program. Run the Request to Transfer query to generate a list of students requesting to transfer into your program Main Menu > Student > Records and Enrollment > Term Processing > End of Term Processing > Promo Queries > Request to Transfer Enter Term and Program. When entering the transfer to program, wrap your program code with %. The following would produce a list of students who requested transfer into the Accounting program (ACC). Add an Advising Transcript Comment You must add an Advising Transcript Comment for each student. To add a comment: Click the student s name in the query results (name is a hyperlink The Advising Transcript Comments search page will open in a new browser tab with the Student ID filled in. Select the correct Career and click Search. Winter 2018 (2181) Page 33 Complete Training Guide

The Advising Transcript Comments page will open in a new browser tab. For each student, add one of the following advising comments: o AA008: YOUR REQUEST TO TRANSFER HAS BEEN GRANTED FOR THE FOLLOWING PROGRAM: o AA009: YOUR REQUEST TO TRANSFER HAS BEEN DENIED FOR THE FOLLOWING PROGRAM: You must append the program, campus, and term data in the format: PROGRAM_CAMPUS_TERM. Each program has a three to five character program code. Example: YOUR REQUEST FOR THE FOLLOWING PROGRAM: ACC_NH_2164 After you ve keyed (or copied the text), click the Append button and then the Save button. Close this page to return to the query results. Registration will query the comments added during the Promotion Committee meetings and if a request was approved, they will change the student s active program for the appropriate term. Winter 2018 (2181) Page 34 Complete Training Guide

What s New? New for Winter 2018 Advising Comments SUP and DEF comments will no longer use a shared comment. Comment AA003 (DETAILS FOR WRITING YOUR SUP/DEF EXAM ARE AS FOLLOWS) has been made inactive. AA015 DETAILS FOR WRITING YOUR SUP EXAM ARE AS FOLLOWS: has been created for SUP exams. AA016 DETAILS FOR WRITING YOUR SUP EXAM ARE AS FOLLOWS: has been created for DEF exams. Please see New for Summer 2017 for details on the batch posting of comments. New for Fall 2017 Grad Comments Still Required: Review of the PENDING list. Process grade changes and update SUBs, Milestones and/or Exemptions as required. To be completed directly on the student record. No Longer Required: Person Comment Entry of a GRAD-N, GRAD-C, GRAD-E or GRAD-S comment to the record. Why the change: After numerous terms of testing the Records and Registration Offices have been able to successfully query the data and extract eligible students for graduation without relying on the series of GRAD-C/E/S/N comments. Reports are pulled daily identifying newly eligible students for graduation. Any changes that are made such as grade changes, late grade submissions or the addition of SUBs are reflected in these reports. Notes: Academic Areas will still be able to run a query identifying graduated students. Potential grads are carefully tracked by both the Records and the Registration Office. Should PENDING grads still be outstanding after Promos, the Registration Offices may reach out to the Program Areas for confirmation of the student s eligibility. New for Summer 2017 Batch Update of Advising Comments After promotion meetings have concluded, any students with SUP/DEF grades, without an Advising Comment will be identified. The date and location information will be appended to the Advising Comment and appear on the student s Advising Transcript. As a result, you will no longer need to manually add the Advising Comment with the code nor append additional information during promotion meetings. The system-generated comments will be posted prior to grades release. Sample comment: DETAILS FOR WRITING YOUR SUP/DEF EXAM ARE AS FOLLOWS: [DATE, TIME, LOCATION]. PLEASE VISIT http://www.senecacollege.ca/registrar/supdefexams.html FOR MORE INFORMATION. The process for adding comments to INC grade remains unchanged. Winter 2018 (2181) Page 35 Complete Training Guide

New for Winter 2017 Updates to Queries New Hyperlinks in Queries: A link to the Transcript Request page has been added to the query results in the Program column. Refer to the attached End of Term guide for details. Additional Data: GPA: Promo queries that display GPA s now include all 3 GPA types to assist in promotion decisions: Term, Cumulative, and Program GPA. Program History: This column lists the student s current program, as well as past programs. Winter 2018 (2181) Page 36 Complete Training Guide