1 SLCM - 200 Student Lifecycle Management Overview

Student Lifecycle
Management Overview
SLCM_200
SLCM_200 Student Lifecycle Management Overview 1

Course Content
SLCM Introduction
Unit 1 Student Administration
Unit 2 Student File
Unit 3 Student Master Data
SLCM Help and Terminology

Learning Objectives
Understand the integration of SLCM processes with each other

and with other IRIS functions
Understand the Student Administration tab on the myUK portal
Navigate the Student File tabs
Navigate Student Master Data tabs
Note: The student data used in this course is not real University
student data. It has been specially created for training.

Check for Understanding Instructions
Click Attachments (upper right corner)
Click SLCM_200 Check for Understanding
Print the SLCM_200 Check for Understanding pdf

Use the pdf to note the answers to each question as you
finish each unit
Enter answers on the Check for Understanding Exercise at

the end of the presentation

SLCM Introduction
SLCM is the Student Lifecycle Management module within IRIS that
includes:
Admissions
Registration
Majors/Minors/Options
Academic History
Enrollment Information
Accounts Management
Other Student Services

Integration Across IRIS
SLCM data integrates with
other IRIS modules
Student ID is integrated
with HR Person ID
If a student is also an
employee the Student
ID and the employee
Person ID will be the FI, FM
same HR
Student Accounts are

integrated with the
Financial

Student Lifecycle
There are four areas in the SLCM Module:
Student Accounting
Student Administration
Teaching and Study
Event Planning
The Student Lifecycle diagram (next

screen) shows the progression of the
students records and the relationship with
IRIS SLCM module areas throughout the
students association with the University

Student Lifecycle
Recruitment Alumni
Student De-registration
Admission Accounting
Student
Master
Data
Equivalency
Academic
Determination Application
Structure Graduation
Student
Academic Teaching &
History Rules &
Administration Reporting Study
of Regulations
Study Degree
Academic Auditing
Events
Priority Calendar
Registration
Resources
Booking (Course Change of

Event Planning
Registration) Program
Sessional Progression
Examination
Registration
& Grading
Italics = Optional

myHelp SLCM Portal Access
In order to access SLCM data, the user needs:
To successfully complete this course
To be designated as a person who displays student records
To sign the Statement of Responsibility (SOR)
Instructions available at:
http://www.uky.edu/IRIS/train/SOR_Information.html
If you have signed the SOR in UK_100, you do not need to
sign it a second time
If you do not have access, please work with your college contact to
get this access assigned
The college contact list is located at
http://www.uky.edu/IRIS/CM/cm_group.html

SLCM Access and Roles
Your role may give you
access to the
Student Administration
tab on the myUK portal
Access to subtabs is
tied to roles
SAPGUI transaction
codes in IRIS production
Typically PIQST00,
PIQCAM, ZEVPLAN,
etc.
Both of the above

Academic Calendar
Runs from the fall session through the second summer session
Example: Academic Year 2010 consists of
Session Calendar Academic Academic
Year Year Code Session
Code
Fall 2009 2010 10
Winter 2009 2010 20
Spring 2010 2010 30
Summer I 2010 2010 51
Summer 2 2010 2010 52
Full (CEU) 2009-2010 2010 99
Can be viewed through the Student Administration portal or in the

production system

Unit 1
Student
Administration
Tab
Student Administration Tab
Easiest way for staff and faculty to access basic SLCM information
However, not all activities can be handled using the Student
Administration tab; some can only be completed using IRIS
production
You will ONLY see tabs and links for applications for which you
have permission
Student Administration tab contains subtabs:

Academics
Administrative Services
Admissions
Advising Services
Faculty Services

Student Administration Tab
Student Administration tab used to:
Display a student profile (directory information)
Display student schedule
Display course offerings
Display/print real-time class rolls
Submit midterm and final grades
Display unofficial transcript
Display list of advisees
Lift academic advisor holds
Issue electronic course overrides (permissions)
Perform administrative booking (course registration)

Student Administration News
Up to date news items display on the right side of the Student
Administration screen under Latest Stuff
News can include:
Registration windows
Grading windows
System outages
Recent changes

Academics Tab
Includes
Academic Calendar
Course Catalog
Transfer Equivalencies

Administrative Services Tab
Includes
College Reports
College Reports
Administrators
Assign Student
Overrides
Course Capacities
Booking Rules
Registrar
Booking Rules
Course Capacities
Historical Course
Changes
Override
Permissions
Course Cache
Update
Admissions Tab
Includes
Admissions Overview
Undergraduate Admissions Form
Recruitment Service
Graduate Admissions Form

Advising Services Tab
Includes
Advising Services
Overview
Advisee Record
Unofficial Transcript
Historical Course
Changes
Registration
Admin Booking
Course Catalog
Assign Student
Overrides
Print Student Schedule
Appointment
Scheduler
Appointment Manager

Faculty Services Tab
Includes
Faculty Services Overview
Class Rolls
Grading
Blackboard

Student Services Tab
Students access their records via the Student Services tab

Student Services Tab
Their access includes
Applying for admission and reviewing related information
Updating their current and permanent address
Activating their user accounts (email, web, etc.)
Accessing their financial account and making online payments
Creating a pass code for information access
Displaying financial aide information
Displaying their registration window
Booking courses
Displaying grades
Checking for holds
Applying for graduation and updating expected graduation date
Applying for admission and reviewing related information
Updating their current and permanent address

Unit 1 Check for Understanding
The Student Administration portal
Is the easiest way for staff and faculty to access basic SLCM
information.
Is the only way to access student information.
Is the way the students access information.
Which tab would you use to print a students schedule?
Academics Tab
Admissions Tab
Which tab would you use to print a class roll?
Academics Tab
Admissions Tab
Unit 2
Student File
Student File
Student File records are created when UK receives applications,
test scores, transcripts, etc.
Student File contains information about the students relationship

with UK, including:
Holds
Majors/Minors/Options
Admission
Registration
Academic Standing
Advisor

PIQST00
In production, use one of the following methods to access PIQST00
which contains both Student File and Student Master Data records
Enter PIQST00 in the command

field and press Enter
Add PIQST00 to your favorites

(preferred by most users)
Use the menu path, Student

Lifecycle Management PIQST00
Student File

PIQST00 Student File
The Object Manager
displays on the left side
of the screen
Most users do not
use this feature
To close, use the
menu Settings
Hide Object
Manager
The students academic

records display on the
right side of the screen

Student Number
The Student Number is a unique 8-digit ID number assigned to
each student by the IRIS system
The Student Number is the key to student records and is used

instead of the SSN
UK maintains the SSN, if known, so you will be able to search
by SSN, if necessary, using the ID Number field

Student Search
There are three ways to pull up a students records
Enter the students ID in the Student Number field
Enter the students last name in the Student Number field,

press Enter, and then double-click on the students name in
the search screen

Student Search
Click on the Possible Entries icon in the Student Number field,
enter the students last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then double-
click on the students name

FERPA
Students may place privacy flags on their records which indicate
that the student has restricted directory information under the
Family Educational Rights and Privacy Act (FERPA)
When the records are accessed, the Data Privacy Warning (FERPA)
window displays
If this message displays, no information can be released on this

student, not even to the student unless the student provides
picture ID
Close the window by clicking on the Continue icon or pressing

Enter
Key Date
The Key Date is the date as of which IRIS displays, processes, or
creates student data
Determines what data you can see
Defaults to the current date (recommended default setting)
Can change the date by typing a new date into the field

Key Date
To change the Key Date field, either enter the date in the field or
click on the Define Key Date icon
Choices include:
Today
Start of Year Academic Year and Session
Key Date Defaults to current date
Start of Current Academic Year
Click on Continue to close the window

High Date
Another important date is the system High Date which is the
default validity end date of 12/31/9999
This default end date stretches far into the future, to keep the
validity of a record or action from being delimited (ended)
prematurely

Student File
Numerous tabs display student academic work

Your role will determine the information you are able to display
and/or change

Tab Navigation
Three ways to
navigate tabs
Click on the tab
Click on the Next

or Previous icons
Click on the Tab

List icon and then
the tab name

PIQST00
Three types of icons
exist on PIQST00
Student File
Application icons
Student Master Data
icons
Tab specific icons
Access to specific icons

also is determined by
your role in the system

PIQST00 Application Icons
End user icons include
Account Balance
Displays open student account data
Academic Work Overview

Displays students academic work
Note Overview
Displays notes placed on the students records, such as
advising, admissions, registrar, etc.

PIQST00 Student Master Data Icons
Use the Display icon to navigate to the Student Master Data

screen
Once on the Student Master Data screen, a Change/Display
toggle will allow you to switch to change mode
Do not use the Create icon, since it will create a new student
in the system

PIQST00 Tab Specific Icons
Each tab contains icons specific to the records on the tab

Example:
Icons on the Registration tab are used to create, display, and
change programs of study

Student File - Tips
Make sure you are in the correct student file!
After you select or type a new Student number, press Enter to
populate the Student File fields
Check the name and other information that populates the
Student File screen before you begin working with the data
Clear the fields before entering a students number in the Student

Number field by highlighting the number, pressing Delete, and then
pressing Enter

Student File - Holds
Block the processing of certain activities for a student
Examples: registration, admission, etc.
Can be viewed in the myUK portal

Only Advisor holds can be inactivated using the portal
Can be viewed, created, and/or inactivated in the IRIS SAPGUI

interface (IRIS Production system)

Status field displays whether the hold is active or inactive
Green square = active hold
Gray diamond = inactive hold (historical record)

Icons on the Holds tab are used to:
Create a hold
Change a hold
Inactivate a hold
View a hold

To display information about a hold, click on the Select icon to
the left of the hold
Click on Display
Click on Contact Address to see who to contact to release the

hold

To close the data windows, click on Continue or press Enter

Student File Recruitment
May be entered either
Manually, such as when a student attends a UK event
Automatically, such as when UK receives a test score, etc.
Contains Type (Undergrad, Grad) and Source (Application, Alumni
Recruitment, etc.)

Student File Applications
Contains records pertaining to UK admissions applications
including:
Notification number
Description
System Status

Student File - Admission
Contains application to UK including Program of Study, Application
Status, Academic Year, etc.

Student File Majors/Minors/Options
Contains undergraduate majors, minors, options, etc. and
graduate area of study

Student File Registration
Populated automatically by the admission process and for each
semester thereafter of continuous enrollment

Student File Program Type Progression
Contains progression records of the following:
Academic honors (Deans list, etc.)
Academic standing (good standing, probation, suspension, etc.)
Progression classification (freshman, sophomore, etc.)

Student File General Data
Contains general information including
Program of study
Anticipated graduation date
Etc.

Student File Status
Contains student status information including:
Status (applicant, attending, etc.)
Valid from and to dates

Student File Advisor(s)
Contains student advisor information including:
Advisor Name
Advisor Function

Student File Requirement Catalogs
Contains information including
Audit Type
Requirement Catalog
Version
Etc.

Student File Application for Degree
Contains records pertaining to applications for degrees including
Academic year
Academic session
Application status
Program ID

Student File UK Degrees Awarded
Contains UK degree information including:
Qualification (degree, certification, etc.)
Degree type
Degree level
Etc.

Student File Enrollment Certification Request
Contains requests for enrollment certification, such as
Education verification for enrollment
Good student discount for insurance
Insurance proof of dependency or student status
Etc.

Student File Transcript Requests
Contains information regarding requests for student transcripts,
such as
Hold Until End of Semester
Hold for Post Degree
Hold for Processing of Repeat Option
Etc.

Student File Activity Documents
Contains system records audit trail for student activities including:
Module Booking
Change of Program
Sessional Registration

Which tab would you use to view the students program of study?
Program Type Progression Tab
Registration Tab
Holds Tab
On the Holds tab, how can you tell if a hold is active?
A green square is in the Status field
A gray diamond is in the Status field
A red circle is in the Status field
A blue square is in the Status field
How can you find out who the student should contact to release
the hold?
Display the hold and then click on the Change Information button
Display the hold and then click on the Contact Address button

Unit 3
Student
Master Data
Student Master Data
Contains students biographic and demographic information
Your authorization in the system will determine which data you
can access
Tip: A green checkmark on the tab indicates it contains student

information
Reminder: Unless you are making a change to a students master

data, remain in Display mode!
If you enter the Student Master Data screen in Maintain mode,
you will lock that students information and other users cannot
change that students data

Student Master Data
To access the Student Master Data screen, go to PIQST00, then
click on the Display icon to the right of Student Number field
To return to Student File, click on the Back icon

Student Master Data
Display/Change toggle allows you to change from Display mode
to Maintain mode, provided your role allows the access
In Display mode, fields are gray and cannot be modified
In Maintain mode, modifiable fields are white

Master Data Personal Data
Information includes:
Gender
Name
ID Number (Social Security Number), if known
Birth Date

Master Data Standard Address
House number and street
City, state, and ZIP code
Phone number
Email address

Master Data Address Overview
An overview which contains multiple addresses for the student
including:
Standard address
Current address
International address
Permanent address

Master Data Additional Data
Data privacy warning (FERPA)
Ethnic origin

Master Data Visa/Residence Data
Resident status and country
Passport number
Visa type, number, country of issue
Etc.

Master Data Transcripts/Tests
Transcripts from external organizations (high school and/or
college)
Tests from external sources

Master Data PCC Units
Displays Pre-College
Curriculum (PCC)
credits (high school
curriculum credits
used for
undergraduate
admission)

Master Data Related Persons
Contains emergency contact(s) and other related person
information including:
Name
Address
Contact information

Master Data myPasscode_AD
Contains Access and AD user ID information

How do you move from the Student File to the Student Master
Data screen?
Click on the Display icon next to the Student Number field
Click on the Student Master Data icon
Click on the Change icon next to the Student Number field
Use transaction code SSMD00
On which tab would you find the students emergency contact
person?
Personal Data Tab
Additional Data Tab
Related Persons Tab
Your authorization
Will allow access to all student data
Determines which data you can access

SLCM Help &
Terminology
Key Terminology
IRIS Term Definition
A collection of student information, viewed via
Student File tabs, pertaining to the students relationship
with the University of Kentucky.
A collection of student information, viewed via
tabs, pertaining to the students biographical
Student Master and demographic data including addresses,
Data veteran information, privacy flag, transcripts
and test scores from other institutions, and
more.
A unique 8-digit ID number assigned by IRIS.
Student Number This is the key to student records. We will still
(NOT SSN!) maintain the SSN, if known, and search is
permitted by SSN.

Key Terminology
The college and the degree
Program of Study Example: BA-AS is the program of study

Bachelor of Arts in the College of Arts and
Sciences
A course in the IRIS system
Module
Example: BIO 103
A grouping of Academic requirements such as
majors and minors
Module Group
Example: MANA is the module group for a
Management major

Key Terminology
Terminology Definition
Booking Class registration

The activity type of a course
Event Type Example: PSY 100 is made up of the event
types Lecture and Laboratory
The meeting pattern and location of the event
Event
type
The equivalent of a section
Event Package
Example: A-H 106 001

Key Terminology
A student will have a sessional registration for
Sessional
each semester of enrollment; basically means
Registration
the student is eligible to register
Time period for continuing students to register
Priority
for the upcoming semester; occurs every
Registration
November and April
Grading; an institutional process for evaluating
Appraisal (grading) in a planned, structured, and
standardized way
Business Partner One who has a financial relationship with UK;
(BP) all students are also business partners

Help Websites
myHelp website:
http://myHelp.uky.edu/rwd/HTML/index.html
Contains Quick Reference Cards (QRCs), updated course
manuals, Simulations, Frequently Asked Questions, and other
job aids
IRIS website
http://www.uky.edu/IRIS/
Contains Information Directory, Forms, and other references

SLCM Courses
Classroom Lab Courses
SLCM_AD_300 Event Planning
SLCM_AD_340 Programs of Study & Majors
SLCM_CA_310 Student Account Balance Display
SLCM Web Courses
SLCM_200 Student Lifecycle Management Overview
SLCM_AD_310 Student Records
SLCM_AD_315 Booking Rules
SLCM_AD_320 Booking
SLCM_WP_210 Grading
SLCM_WP_220 Overrides
SLCM_WP_230 SLCM Faculty Overview
SLCM_WP_310 Advising

SLCM_200 Exercises
After the course, you can practice viewing student data in the Training
Sandbox
Click on Attachments
Click on SLCM_200 Practice Guide
Print the SLCM_200 Practice Guide pdf
Go to the Training Sandbox and follow the directions in the

practice guide

Course Summary
You are now able to:

Understand the integration of SLCM processes with each other
and with other IRIS functions
Understand the Student Administration tab on the myUK portal
Navigate the Student File tabs
Navigate Student Master Data tabs

Check for Understanding Instructions
To begin the Check for Understanding,
click Continue (bottom left corner of the
screen)
Click Here to continue when the system

message appears
Click Start Test to continue

Although it says Test, this course does
not have an assessment
When you have entered your answers,

click End Test (located at the bottom right
of your screen
Click Close (lower right corner of the

screen)

Course Completion Instructions
Click Logoff (lower right corner)
When the WBT window closes, go
back to your original browser window
Click on the browser window in your
taskbar and wait for the screen to
refresh
Scroll down the page until you see

the Confirm Participation section
To complete the course, click

Confirm Participation

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Student Lifecycle

SLCM_200 Student Lifecycle Management Overview 1

SLCM_200 Student Lifecycle Management Overview 2

Understand the integration of SLCM processes with each other

SLCM_200 Student Lifecycle Management Overview 3

Click SLCM_200 Check for Understanding

Print the SLCM_200 Check for Understanding pdf

Enter answers on the Check for Understanding Exercise at

SLCM_200 Student Lifecycle Management Overview 4

SLCM_200 Student Lifecycle Management Overview 5

Student Accounts are

SLCM_200 Student Lifecycle Management Overview 6

The Student Lifecycle diagram (next

SLCM_200 Student Lifecycle Management Overview 7

Booking (Course Change of

SLCM_200 Student Lifecycle Management Overview 8

SLCM_200 Student Lifecycle Management Overview 9

Both of the above

SLCM_200 Student Lifecycle Management Overview 10

Can be viewed through the Student Administration portal or in the

SLCM_200 Student Lifecycle Management Overview 11

Student Administration tab contains subtabs:

SLCM_200 Student Lifecycle Management Overview 13

SLCM_200 Student Lifecycle Management Overview 14

SLCM_200 Student Lifecycle Management Overview 15

SLCM_200 Student Lifecycle Management Overview 16

SLCM_200 Student Lifecycle Management Overview 18

SLCM_200 Student Lifecycle Management Overview 19

SLCM_200 Student Lifecycle Management Overview 20

SLCM_200 Student Lifecycle Management Overview 21

SLCM_200 Student Lifecycle Management Overview 22

Student File contains information about the students relationship

SLCM_200 Student Lifecycle Management Overview 25

Enter PIQST00 in the command

Add PIQST00 to your favorites

Use the menu path, Student

SLCM_200 Student Lifecycle Management Overview 26

The students academic

SLCM_200 Student Lifecycle Management Overview 27

The Student Number is the key to student records and is used

SLCM_200 Student Lifecycle Management Overview 28

Enter the students last name in the Student Number field,

SLCM_200 Student Lifecycle Management Overview 29

SLCM_200 Student Lifecycle Management Overview 30

If this message displays, no information can be released on this

Close the window by clicking on the Continue icon or pressing

SLCM_200 Student Lifecycle Management Overview 32

Click on Continue to close the window

SLCM_200 Student Lifecycle Management Overview 33

SLCM_200 Student Lifecycle Management Overview 34

Numerous tabs display student academic work

SLCM_200 Student Lifecycle Management Overview 35

Click on the Next

Click on the Tab

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Access to specific icons

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Academic Work Overview

SLCM_200 Student Lifecycle Management Overview 38

Use the Display icon to navigate to the Student Master Data

SLCM_200 Student Lifecycle Management Overview 39

Each tab contains icons specific to the records on the tab

SLCM_200 Student Lifecycle Management Overview 40