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
student’s records and the relationship with
IRIS SLCM module areas throughout the
student’s 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 student’s schedule?
 Academics Tab
 Administrative Services Tab
 Admissions Tab
 Advising Services Tab
 Faculty Services Tab
• Which tab would you use to print a class roll?
 Academics Tab
 Administrative Services Tab
 Admissions Tab
 Advising Services Tab
 Faculty Services 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 student’s 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 student’s 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 student’s records
Enter the student’s ID in the Student Number field
Enter the student’s last name in the Student Number field,

press Enter, and then double-click on the student’s name in
the search screen

Student Search
Click on the Possible Entries icon in the Student Number field,
enter the student’s last name, first name, and/or ID number
(SSN) on the Personal Data tab, press Enter, and then double-
click on the student’s 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 student’s academic work
 Note Overview
 Displays notes placed on the student’s 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 student’s 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 (Dean’s 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 student’s 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 student’s 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 student’s master

data, remain in Display mode!
 If you enter the Student Master Data screen in Maintain mode,
you will lock that student’s information and other users cannot
change that student’s 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 student’s 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 student’s relationship
with the University of Kentucky.
A collection of student information, viewed via
tabs, pertaining to the student’s 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 student’s 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 student’s 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 student’s 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

SLCM_200 Student Lifecycle Management Overview 36

• Access to specific icons

SLCM_200 Student Lifecycle Management Overview 37

 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