Managing On-Course Student Records

Version 3.0

Student Systems Training Team

Business Services & Projects

Table of Contents

Table of Contents

Section 1 - Introduction To This Manual 1-5

OSS Managing On-Course Student Records Objectives 1-5

Section 2 - Session Details and the Student Enrollment Form 1-6

Adding Session Details 1-6

Searching for a record 1-7

Section 3 - Transferring a Student from one Program of Study to another 1-8

Identifying your Transfer Type 1-8

The Transfer 1-10

Adding a Fee Category 1-15

Pre-enrollment 1-17

Adding the student record to a Person ID Group 1-17

Running the Request 1-19

Enrolling Units 1-21

Updating the Expected Completion Date 1-23

Manually Creating a Unit Set 1-25

‘Uncompleting’ a Unit Set 1-26

Updating HESA Details 1-28

Transferring Intermission Data 1-30

End Dating Supervisor Records 1-32

Section 4 - Program Changes 4-1

Objectives 4-1

Working with Program Changes 4-1

Working with Calendar Changes 4-5

Section 5 - Working with Deferrals 5-1

Objectives 5-1

Processing a Deferred Student Program Attempt 5-1

Deleting Unconfirmed Units 5-4

Updating Candidacy Details for Research Students 5-6

Section 6 - Managing Withdrawals 6-1

Withdrawing Students 6-1

Reinstating a Student After Withdrawal 6-4

Managing Units after Return From Withdrawal 6-8

Section 7 - Working with Intermissions (Suspensions) 7-1

Objectives 7-1

Applying Intermissions 7-1

Updating Intermissions 7-4

Managing the Student Program Attempt following an Intermission 7-7

Section 8 - Working with Holds 8-1

Objectives 8-1

Applying an Administrative or Financial Hold 8-1

Removing Holds 8-5

Section 9 - Viewing Student Enrollment History 9-1

Section 10 - Creating a New Supervisor Record onto OSS 10-1

Searching for Duplicates 10-1

Creating a New Person Record 10-2

Entering Address Information 10-4

Internal Supervisors only: 10-5

Internal and External Supervisors: 10-5

Entering Telephone and Email Information 10-5

Add Staff Details 10-6

Section 11 - Attaching a Taught Supervisor to a Student Record 11-1

Objectives 11-1

Attaching a Taught Supervisor to a Student Record 11-1

End Dating a Taught Supervisor Record 11-3

Section 12 - Recording a Progression Outcome of Repeat Year 12-1

Objectives 12-1

Recording a Progression Outcome 12-1

Section 13 - Appendix 13-1

Objectives: 13-1

Using the Find Person Function 13-2

Effective Dates 13-4

Document Information - This document is only valid on the day it was printed 13-1

Oracle Student System (OSS) Training Overview

Transferring a Student

Section 1 - Introduction To This Manual

This document was written to accompany the Oracle Student System (OSS) Training sessions. The material is available for Graduate Studies Assistants and other staff involved in the process of managing records during the student’s lifecycle.

It is designed primarily as a reference guide to allow users of the Oracle Student System (OSS) to work with the processes associated with ongoing changes to student details.

OSS Managing On-Course Student Records Objectives

Upon completion of this course, you will be able to:

· Understand the Session Details and the Enrollment form

· Manage Program Transfers

· Pre-enrol student records

· Enroll Units

· Manage Program Changes

· Manage Deferrals

· Manage Holds

· Manage Intermissions

· Manage Withdrawals

· View Student Enrollment History

· Manage Taught Supervisors

· Managing Progression Outcomes of REPEAT YEAR

Section 2 - Session Details and the Student Enrollment Form

The majority of activities relating to managing student records are carried out via the Student Enrollment form. When you first open this form, you may need to add the Session Details before progressing.

Adding Session Details

8 To Add Session Details

§ From the Navigator open the Student Enrollments form.

§ Click on

The Session Details form appears:

§ Enter the following details in the corresponding fields:

o Academic Calendar: use the LOV to select the correct calendar, e.g. 10112ACYR1M

o Enrollment Category: use the LOV to select the appropriate enrollment category, e.g. Graduate_R or Graduate_T

o Enrollment Method: click on the LOV to auto populate this field

§ Click on to return to the Student Enrollments form.

The Session Details fields will be populated, but until a record has been retrieved no buttons will be displayed along the bottom of the Student Enrollment form. After a record has been retrieved, navigation buttons will be displayed.

Section 3 - Transferring a Student from one Program of Study to another

Identifying your Transfer Type

There are a number of different variables that will affect the way a Transfer should be carried out. The diagram on the next page should help you to determine which ‘type’ of Transfer you are dealing with. Once the type has been established, use the relevant section of the manual to complete the Transfer.

Note: After you have completed the transfer you should notify Exams Schools and SDMA.

Identify your Transfer Type

Refer to separate sections within the manual as necessary

On Course Student Record Keeping V3.0.Doc 13-1

Transferring a Student

Use the following diagram to help you to determine which ‘type’ of Transfer you are dealing with:

On Course Student Record Keeping V3.0.Doc 13-1

Transferring a Student

The Transfer

Important:

Ensure that when logging into OSS the responsibility selected is Oxford Student Administration or Oxford Student and Fee Administration (the responsibility will be shown in the Navigator title bar once selected).

§ From the Navigator window, open the Student Enrollments form: navigation Enrollment / Student Enrolments.

§ Retrieve the person record and click on

The Student Program Attempt form will be displayed

§ Click on

A new window will open as follows:

The screen is divided in to a 4 sections. Each of these sections is detailed below:

§ Effective Date: This should display the current date

§ Effective Term: This should display the current term

§ Click on

The form will update as follows:

§ Within the Program Version field, enter the code of the Program the student is being transferred to

§ Click on

A new window will open as follows:

§ Select the option corresponding with the individual’s Term and College by choosing the button (Clicking on will reveal further options)

§ Select the Radio Button to the left of the program

§ Tick to select relevant Unit Sets as detailed below:

§ Tick to select all relevant Units as detailed below:

! Note: For PGT courses, any completed assessment units to be transferred will be shown on the GSO28 form. If completed assessment units are transferred the corresponding Admin unit should also be transferred. For PGR courses, do not transfer the Admin Units

§ Include Candidacy: Tick only in the case of Research Programs

§ Include Advance Standing: Do not Tick

§ Discontinue Source Program: Tick to ensure the original Program is discontinued

§ Click on

You may receive a Warning message similar to the following:

The message may confirm that the Student has existing debt; this should be ignored. Similarly, should you choose not to carry across Units to the new Program, this will also be detailed in the Warning message.

§ Click on to confirm that you wish to continue with the Transfer

The screen will update to display a Confirmation that the Transfer has been successful:

§ Click on

You will receive the following Note to confirm that changes have been carried out in relation to the Student Program Attempt:

§ Click on

§ As the note suggests, it is necessary at this stage to ‘re-query’ the record using the F11 method to refresh the data

The record will now display both the original program as Discontinued and the new program as Inactive.

Adding a Fee Category

§ From the Navigator window, open the Student Program Attempt form: navigation Enrollment / Student Enrollments / Student Enrollment / Student Program Attempt

§ Ensure firstly that the Discontinued Program is displayed and the Fee Category tab is selected as follows:

§ Make a note or Copy the original Fee Category

§ Ensure the New Program is displayed and the Fee Category tab is selected as follows:

§ Paste or enter the relevant Fee Category to ensure it matches the original Program

§ Click on

The following form will appear:

§ Select the term corresponding with the date the student is starting on the new course

§ Click on

Pre-enrollment

Pre-enrollment is a two-stage process. The first stage places the student(s) requiring pre-enrollment in a group, the second completes the pre-enrollment request.

Adding the student record to a Person ID Group

§ From the Navigator window, open the Person ID Group form: navigation Person Reference / Person ID Group

§ Use the [F11] function to find the Person ID Group relevant to your team – the list below summarises the different groups:

o SIS

o CONTEDGSA

o GSO – SSD

o GSO – HUMS

o GSO – MED

o GSO – MPLS

§ There may be a Student(s) already in the Group from a previous session. If this is the case, click on in order to clear the current selection

§ Person Number(s): Enter as appropriate

§ Start Date: Enter as appropriate

§ Click on

Running the Request

Finally, run the request to pre-enroll the student record.

§ From the Navigator window, open the Submit a New Request form: navigation Concurrent Manager / Requests / Run

The following form will appear:

§ Ensure Request Set is selected

§ Click on

§ Click on the LOV next to the Request Set field as detailed below:

§ Select the relevant Request set from the list; choose the option corresponding with your team name, e.g. Individual/Group Pre-Enrolment - SIS

§ Parameters: Click in the field to enter parameters as follows:

§ Academic Period: Select the option corresponding with the start date of the current year

§ Term Calendar: Select the option corresponding with the start date of the current year

§ Program Type: Select the relevant option from the list e.g. Graduate or Undergraduate

§ Person ID Group: Select the relevant group according to the ID Group previously set up

§ Default Enrollment Category: Select the relevant option from the list e.g. Graduate or Undergraduate

§ Pre-enroll Advance or Repeat Students: Advance

§ Pre-enroll pattern of study Units: Core Only

§ Returning Students Enrollment Period: Select the option corresponding with the start date of the current year

§ Click on

The request will now take a few moments to run

§ Click on to check the progress and the Request will eventually display with a status of Normal as detailed below:

Enrolling Units

Important:

Ensure that when logging into OSS the responsibility selected is Oxford Student Administration – Student Support Self Service (the responsibility will be shown in the Navigator title bar once selected).

§ From the Navigator window, open the Enrollment Cart form: navigation View Enrollment Cart

The following screen will appear:

§ Enter the following data in the corresponding fields:

o Student Number: Enter as applicable

o Term: Select the student’s term from the LOV

o Program: Select the student’s program

§ Click on

The screen will update as follows to show all Units awaiting Enrollment:

§ Click on

The screen will update to confirm the enrollment

Click on to exit

Updating the Expected Completion Date

If the transfer results in a student’s period of study being extended, the Expected Completion Date will need to be amended.

Important:

§ From the Navigator window, open the Student Program Attempt form: navigation Enrollment / Student Enrollments / Student Enrollment / Student Program Attempt

The following form will appear:

§ Click on

§ Enter the following data in the corresponding fields:

o Manual Override Completion Date: Tick

o Derived Completion Date: Enter as appropriate

o Click on

o Manual Override Completion Date: remove tick.

Manually Creating a Unit Set

Important:

§ From the Navigator window, open the Student Program Attempt form: navigation Enrollment / Student Enrollments / Student Enrollment / Student Program Attempt

The following form will appear:

§ Ensure the new program is selected

§ Click on

§ Enter the following information in the corresponding fields:

o Unit Set Code: Select the appropriate Year

o Confirmed: Tick

o Selection Date: Enter the start date of the Teaching calendar, i.e. in Michaelmas this would be 01-SEP-XX

§ Click on

‘Uncompleting’ a Unit Set

Award Change: When a student is transferred from Year 4 of a DPhil to a Year 3 of an MLitt the Year 3 unit set of the Mlitt will be marked as COMPLETED. The Unit Set will need to be "Uncompleted" otherwise the student cannot be enrolled on course.

§ From the Navigator window, open the Student Program Attempt form: navigation Enrollment / Student Enrollments / Student Enrollment / Student Program Attempt

The following form will appear:

§ Click on