Documented Processes
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Prospect and Applicant Processes

Entering an Application (Updated 10/24/2007)

This document provides step-by-step instructions for entering student information on the application.

Entering a Non-Credit Application

This document gives instruction for entering a non-credit application.

Entering Test Results

Use Test Results to enter and inquire on test results. The tests entered include the CPT placement test, SAT, ACT, CLEP, CLAST and AP exams.  Note: Course credit earned by a test is processed in Central Records through a separate component.

Using Search Match to Avoid Creating Multiple IDs for the Same Student

Performing a Search Match using several different combinations of search criteria prior to entering a new application is critical to avoid creating multiple IDs of the same student.

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Student Processes

Changing a Student Career from NONC to UGRD

Once it is verified through a thorough search-match that the student has an active noncredit career and that no duplicate ID number exists, this document should be followed to change the student’s career.

DUAL-NO Students Who Are No Longer Enrolled In High School

Dual Credit students who are graduating from high school and will enroll in courses at SPC must update their application along with changing their program/plan; have their Service Indicator removed and inactivate their Dual student group.

Enrollment Appointment

Process to view, add or change a student’s enrollment appointment.

Entering or Viewing Appeals (Appeal Process)

The Appeals Process screen is used by the Associate Provosts or Provosts to override students for a 4^th attempt, for the full cost of instruction, or for repeating a class previously passed with a grade of C or better.

Milestones

Milestones are used to provide benchmarks of a student’s achievement of a specific defined academic goal. E.g. CLAST (scores/exemptions), FTCE scores, educational competencies, etc.  They can be incorporated into program requirements and used to show completion of specific requirements.

Payment Plan (tutorial)
(updated 10/27/2008)

The Payment Plan allows qualified students to defer payment of a portion of their tuition and fees. This video explains the payment plan process and how to enter the information into PeopleSoft. The Payment Plan form can be accessed by clicking here.

Prep Monitoring Page

SPC Monitoring is used to track requirements for preparatory courses, Comp I and II, orientation, and General Education.

Prep Monitoring By Term

SPC Monitoring is used to modify the normal SPC Monitoring page for the duration of a specific term in order to admit a student who would not otherwise qualify.

Program/Plan Changes

Many careful considerations go into making changes to a student's Program/Plan table.  This document currently covers sub-plan and data changes as well as how to view completions and readmits.

Using Quick Enroll
(Updated 11/2/2007)

The Quick Enroll feature is the most commonly used feature for enrolling students into courses by staff.  This document provides details regarding its proper use.

Quick Enroll - Swap

The SWAP feature in Quick Enroll may be used by staff to swap one Class ID for the same Class but with a different ID. This may be done only until the last day to drop/add.

Release of Information
(Updated 9/29/2008)

This video explains how to properly add the release of information service indicator.

Same Term/Same Class Enrollment After Withdrawal

Use this process to permit registration for a student who has withdrawn from a course and desires to re-enroll for the same class during the same term.  This process must be done by an override process and cannot be accomplished through student self service.

Search Match

Performing a Search Match using several different combinations of search criteria prior to entering a new application is critical to avoid the duplication of a student ID.  This process is also used to locate an existing student ID for other transactions.

Service Indicators

Service Indicators are used to provide or limit access to services and programs for specific students.

Student Groups
(Updated 4/26/2007)

Students are assigned student groups as a means to provide or limit access to courses and programs.

Term Activation

Students must be Term Activated prior to each registration term.  This process occurs automatically if the student was previously enrolled. A new student must be manually term activated by admissions.

Test Results

Use Test Results to enter and inquire on test results. The tests entered include the CPT placement test, SAT, ACT, CLEP, CLAST and AP exams.

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Course and Faculty Processes

Correcting Variable Credit Classes with Existing Enrollment

If you find that the variable credit on the class association page is not the same in all the fields (Min Units, Max Units, Acad Progress.Units, FA Units) and there are already students registered, you must follow these steps to correct the problem.

Create a New Offsite Location

This document explains how to create new offsite locations for offsite classes.  It includes shortcuts for searching existing locations so duplicate locations are not created.  Facility Contact List by Location (03/06/08)

Entering Grades via MySPC
(Updated on 11/28/2007)

This document shows instructors how to enter grades via the MySPC portal.  MySPC gives faculty access to their class schedules, grade rosters to enter grades as well as providing entry to the on-line College Catalog and Schedule of Classes.

Instructor Unable to Complete Term
(Updated 7/25/2006)

This document explains how to make the necessary adjustments to divide the workload for a class between an instructor who is leaving and a new instructor who will complete the class.

Retrieve and Distribute the Course Schedule Book Draft

This document provides instructions for accessing the Course Schedule Book drafts.  Detailed steps indicate how to access the network file folder that contains the weekly drafts of the Schedule of Classes and download the appropriate files so that schedule booklet details can be formatted and distributed to site program directors for review and input.

Scheduling Classes and Faculty Workload
(Updated 4/27/2007 with major changes as noted. More updates are forthcoming.)

This is the primary user manual for academic staff assistants and program directors for all aspects related to building classes in PeopleSoft. The manual is highly recommended for any new academic staff assistant.

Scheduling Online Classes
(Updated 9/22/2008)

This document explains how to schedule online classes but be sure to work with Judi Frock to make sure these classes are setup properly.

Splitting and Calculating Workload
(Updated 7/26/2006)

Sometimes you have a situation where an instructor’s workload is short of meeting their base load for their contract. If there is an additional class being taught for supplemental pay, you need to properly divide its workload between base and supplemental to fulfill the base load of the instructor's contract. (This practice has ended.  HR directs offices not to split workload between base and supplemental for an instructor.  HR will pay excess ECH at the end of the year)

Student Groups
(Updated 4/26/2007)

Students are assigned student groups as a means to provide or limit access to courses and programs.

Using "Not Included" for Assignment Type (9/22/2007)

There are circumstances when the department will choose to use not included as the assignment type, examples would be the instructor is being paid by other means, or instructor is not getting paid.  When using the assign type of “Not Includ” the boxes would be blank for “load factor” and “Workload” so there would be no FTE.

Using the Course Catalog for Co-Requisites, Requisites, and Enrollment Requirement Groups
(Updated 7/27/2006)

The Course Catalog page is a useful guide when viewing the history of a course related to its pre and co-reqs as well as special enrollment requirements called Enrollment Requirement Groups.

Workload Changes
(Updated 7/12/2006)

The purpose of the Workload Changes component is to adjust workload for the calculated SCL on the Course Management Report and the Productivity Report (Course Management Summary).

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3C's Processes (The links below are to files on a secured server)

Add New Bacc App Trigger

Assigning Checklists

Assigning Comments

Assigning Communications

Automated Checklist Item Update

Bacc Letters 4, 5 & 6

Bacc Speedkeys & Checklists

Baccalaureate Apply & Admit Reasons

Baccalaureate Programs Business Flow

Data Change Action Reasons1

Data Program Action Reasons 2005_02_07

Enrollment Management Business Flow

Enrollment Management Custom Letter Processes

Finding the data source for a document

Generating Letters

Generating Letters_04_06_05

New AP & AD for Bacc 052305

Troubleshooting Letter Gen

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