SMS Executive Technical Overview The Student Management System

SMS Executive Technical Overview The Student Management System (SMS) is used to administer and manage student-related business functions for the Washington State community and technical colleges

SMS Executive Technical Overview SMS provides data requirements for state and federal reporting SMS was designed by Washington State community and technical college SMS users to meet their business needs SMS has been modified by Washington State community and technical college SMS users to meet their changing business needs

SMS Executive Technical Overview SMS is an online, integrated system of modules and functions SMS is based on tables of standard codes used by all the modules and functions in the application SMS also has many tables that are college defined which allows colleges to customize it to fit their own requirements

SMS Executive Technical Overview Many SMS functions are cyclic in nature SMS users process data for future quarters, the current quarter and past quarters

SMS Executive Technical Overview Typical SMS users are college staff from admissions, registration, student records, instruction, and advising College staff from other campus offices access SMS data and screens such as testing, financial aid, cashiering, and business office

SMS Executive Technical Overview SMS modules and functions Course Management Admissions and Student Biographic Registration Program Enrollment Grades and Records Student Progress State and Federal Reporting Web Functions

SMS Executive Technical Overview Optional Third Party Software Schedule 25/25 E/Resource 25 – room and event scheduling software SMS Extracts for other third party software Endeavor – library system software ID Card Software

SMS Executive Technical Overview Course Management Catalog Course Coding Course Requirement Table Schedule Construction Class Schedule Desktop Publishing Requisite Checking Virtual Campus Catalog and Schedule

SMS Executive Technical Overview Catalog Contains course information that is static in nature Optional, except required for Degree Audit Catalog data can be used with schedule construction and quarterly class

SMS Executive Technical Overview Screens, datasets and files updated: SCREENS TITLE DATASETS/FILES DATABASE CM 3001 Course Catalog COURSE-D SM COURSE-TITLE 2 -D SM COURSE-ASSGN-D SM CM 3002 Course Description COURSE-DESC-D SM CM 3003 Department Division Codes DEPT-DIV-M SM CM 3004 Course Description 2 COURSE-DESC 2 -D SM CM 3005 Course Description Upload CM 3005 S. Run CM 3006 Course Features – Schedule 25 Course Partitions – Schedule 25 COURSE-FEAT-D SM COURSE-PARTN-D SM CM 3007

SMS Executive Technical Overview Code Tables: IS 1007 – Administrative Unit Codes (college defined, ADMIN-UNITM, ADMIN-UNIT-D, SM) IS 1008 – Footnote Codes Table (college defined, FOOTNOTE-M, SM) IS 1010 - Institutional Intent Codes (system defined, INSTIT-INT-M, TBL 3) IS 1011 – Funding Source codes (system defined, FND-SRC-M, TBL 3) IS 1013 – Section Status Codes (system defined, SECT-STAT-M, TBL 3) SM 5020 – College quarterly Information (college defined, YRQ-M, SM) SM 5012 - Fee Pay Status Codes (system defined, FEE-PAY-STAT-M, TBL 3) BM 1001 - Fee Code Table (college defined, FEE-CD-TBL-M, FEE-CDTBL-D, TBL 1)

SMS Executive Technical Overview Course Coding – an automated process to submit course coding data to the Table 3 database for new courses or course coding changes for existing courses. Data is entered on the Submitted Courses screen SM 5014 Course Coding data is stored in the COURSE-INVEN-M dataset on TBL 3 Course Submittal Extract job (SR 2214 J) is scheduled once a quarter to submit course coding data to Table 3 SR 2214 J disables Submitted Courses screen The Table 3 implementation re-enables Submitted Courses screen Any course coding corrections are loaded with the TBL 3 Implementation

SMS Executive Technical Overview Submitted File, SR 2214 S. DATA contains: COL-CODE EDUC-PRG-CD CR COL-NAME FIRST-APPROVE CLOCK-HOURS COURSE-ID LAST-APPROVE CONTACT-HRLEC ACAD-DISADIND WORK-BASE-IND CONTACT-HRLAB CIP REC-CD CONTACT-HRCLIN LIM-ENGL-IND COURSE-TITLE CONTACT-HROTHR RVSN-DATE INSTIT-INTENT CONTACT-HRSYS

SMS Executive Technical Overview Course Requirement Table Previously used by technical colleges (when using clock hours) to grade individual subject areas taught in a vocational preparatory course Entered on Course Requirement screen, CM 3010 Stored in COURSE-REQR-D in SM database No longer used but appear on transcripts of students who attended prior to conversion to credits

SMS Executive Technical Overview Schedule Construction Used to build and maintain class records prior to moving to quarterly class schedule Schedule construction records can be created through a batch job Schedule construction records can be copied from course catalog, previous quarter or both Optional

SMS Executive Technical Overview Screens, datasets and files updated: SCREENS TITLE DATASETS DATABASE IS 1019 Schedule Construction Options CONSTR-OPT-M TBL 4 IS 1018 Course Construction CONSTR-D SM COURSE-ASSGN-D SM IS 1004 Class Construction CONSTR-D SM COURSE-ASSGN-D SM IS 1005 Construction Room/Instructor CONSTR-ROOM-D SM IS 1006 Construction Clusters CONSTR-CLUSTER-M SM IS 1027 Construction Features CONSTR-FEAT-D SM IS 1028 Construction Partitions CONSTR-PARTN-D SM IS 1031 Construction Room/Instructor Features CONSTR-RM-FEAT-D SM IS 1032 Construction Room/Instructor Partitions CONSTR-RM-PARTN-D SM

SMS Executive Technical Overview Code Tables IS 1007 – Administrative Unit Codes (college defined, ADMIN-UNIT-M, ADMIN-UNIT-D, SM) IS 1008 – Footnote Codes (college defined, FOOTNOTE-M, SM) IS 1009 – Employment status Codes (system defined, EMPL-STAT-M, TBL 3) IS 1010 - Institutional Intent Codes (system defined, INSTIT-INT-M, TBL 3) IS 1011 – Funding Source codes (system defined, FND-SRC-M, TBL 3) IS 1012 – Time/Location Codes (system defined, TIME-LOC-M, TBL 3) IS 1013 – Section Status Codes (system defined, SECT-STAT-M, TBL 3) IS 1014 – Days of the Week (system defined, DAY-D, TBL 3) IS 2002 – Advisor/Instructor (college defined, ADV-D, SM) SM 5020 – College quarterly Information (college defined, YRQ-M, SM) SM 5012 - Fee Pay Status Codes (system defined, FEE-PAY-STAT-M, TBL 3) BM 1001 - Fee Code Table (college defined, FEE-CD-TBL-M, FEE-CD-TBL-D, TBL 1)

SMS Executive Technical Overview Class Schedule Active information about a quarterly class Used for registration, rosters, grading, payroll and MIS reporting

SMS Executive Technical Overview Class Schedule Screens, datasets and files updated or accessed: Screens Title Datasets/Files Database IS 1001 Course Schedule CLASS-D SM COURSE-ASSGN-D SM IS 1001 S. DATA IS 1002 Class Schedule CLASS-D SM COURSE-CLASS-D SM IS 1001 S. DATA IS 1003 Class Clusters CLASS-CLUSTER-M SM IS 1015 Alternate Room/Instructor INSTR-ROOM-D SM IS 1016 Schedule Information Accesses CLASS-D SM CLASS-CLUSTER-M SM INSTR-ROOM-D SM

SMS Executive Technical Overview Class Schedule Screens, datasets and files updated or accessed: Screens Title Datasets/Files Database IS 1017 MIS 2 Verification Accesses CLASS-D SM INSTR-ROOM-D SM COURSE-ASSGN-D SM IS 1020 Instructor Matrix CLASS-D SM IS 1021 Class Report Group CLASS-RPT-GRP-D SM IS 1022 Course Entry Code COURSE-ENTR-M SM COURSE-ENTR-D SM CM 5030 Special Funding Source SPCL-FND-SRC-M TBL 4 IS 1023 Class Features CLASS-FEAT-D SM IS 1024 Class Partitions CLASS-PARTN-D SM IS 1025 Alternate Room/Instructor Features INSTR-RM-FEAT-D SM IS 1026 Alternate Room/Instructor Partitions INSTR-RM-PARTN-D SM

SMS Executive Technical Overview Code Tables IS 1007 – Administrative Unit Codes (college defined, ADMIN-UNIT-M, ADMIN-UNIT-D, SM) IS 1008 – Footnote Codes (college defined, FOOTNOTE-M, SM) IS 1009 – Employment status Codes (system defined, EMPL-STAT-M, TBL 3) IS 1010 - Institutional Intent Codes (system defined, INSTIT-INT-M, TBL 3) IS 1011 – Funding Source codes (system defined, FND-SRC-M, TBL 3) IS 1012 – Time/Location Codes (system defined, TIME-LOC-M, TBL 3) IS 1013 – Section Status Codes (system defined, SECT-STAT-M, TBL 3) IS 1014 – Days of the Week (system defined, DAY-D, TBL 3) IS 2002 – Advisor/Instructor (college defined, ADV-D, SM) SM 5020 – College quarterly Information (college defined, YRQ-M, SM) SM 5012 - Fee Pay Status Codes (system defined, FEE-PAY-STAT-M, TBL 3) BM 1001 - Fee Code Table (college defined, FEE-CD-TBL-M, FEE-CD-TBL-D, TBL 1)

SMS Executive Technical Overview Desktop Publishing Used to select and download catalog or quarterly class information to be used with Ventura or Page. Maker desktop publishing software Six job groups to select catalog or quarterly class data to extract Desktop batch job group creates file, Punnnnnn. RUN (combination of “PU” and the 6 digit job group transaction number) Desktop File Download screen, IS 1030 is used to download the file

SMS Executive Technical Overview Requisite Checking Used to establish the requirements necessary to register for a class Requirements include prerequisite courses, test scores, cumulative credits and GPA Requisites are checked when the student registers using in-line, web or batch registration Option to check requisites when student builds a schedule in the web Schedule Planner

SMS Executive Technical Overview Requisite screens and datasets updated: Screen Title Dataset Database CM 4001 Course Requisite COURSE-D SM CM 4002 Requisite Sets RQSIT-SET-D SM CM 4003 Requisite groups RQSIT-GRP-D SM RQSIT-D SM RQSIT-SET-D SM RQSIT-GRP-D SM RQSIT-D SM RQSIT-GRP-D SM CM 4004 CM 4005 CM 4006 CM 4007 Requisites Requisite courses Course Requisite Profiles Test Requisites

SMS Executive Technical Overview Screen Title Datasets Database CM 4008 Course Set Requisites RQSIT-D SM RQSIT-GRP-D SM CRS-SET-M SM CRS-SET-D SM CM 4009 GPA Requisites RQSIT-D SM RQSIT-GRP-D SM CM 4010 Credit Level Requisites RQSIT-D SM RQSIT-GRP-D SM CM 4011 Requisite Copy Options RQSIT-D SM RQSIT-SET-D SM RQSIT-GRP-D SM CM 4012 Course Set Master RQSIT-D SM CRS-SET-M SM CRS-SET-D SM CM 4013 Course Set Detail RQSIT-D SM CRS-SET-M SM CRS-SET-D SM

SMS Executive Technical Overview Virtual Campus Catalog and Schedule Used to submit college courses and quarterly classes used in the Virtual Campus searchable course catalog and quarterly class schedule

SMS Executive Technical Overview Virtual Campus Screens, datasets and files updated or accessed: Screen Title Datasets Database CM 3008 Update Virtual Campus Catalog Accesses COURSE-D SM COURSE-DESC 2 -D SM COURSE-TITLE 2 -D SM CM 3008 S IS 1037 Schedule WAOL Classes Accesses CLASS-D SM IS 1037 S IS 1038 Schedule WAOL and College Classes Accesses CLASS-D SM IS 1038 S

SMS Executive Technical Overview Typical course management process flow: Catalog records built Course coding info Requisite checking Schedule construction Quarterly classes built Desktop publishing

SMS Executive Technical Overview Admissions and Student Biographic Admissions Module Student Biographic Test Scores SID Assignment

SMS Executive Technical Overview Admissions Module Used for tracking the progress of prospective students or students from their first point of contact with the college to their initial enrollment in classes Optional

SMS Executive Technical Overview Admissions Module screens, datasets and files updated or accessed: Screens Title Dataset/File Database SD 1013 Admissions Download SD 5131 S 1. RUN SD 5020 Admissions Progress Codes ADM-PROGRESS-M ADM SD 5021 Student Activity Codes STU-ACTV-M ADM SD 5022 College Document Codes COL-DOC-M ADM SD 5023 Contact Origin Codes CONTACT-ORIG-M ADM SD 5024 Student Interest Codes STU-INTEREST-M ADM SD 5025 Optional Admissions Field Table 1 OPT-ADM 1 -M ADM SD 5026 Optional Admissions Field Table 2 OPT-ADM 2 -M ADM SD 5027 Optional Admissions field Table 3 OPT-ADM 3 -M ADM

SMS Executive Technical Overview Screens Title Dataset/File Database SD 5027 Optional Admissions field Table 3 OPT-ADM 3 -M ADM SD 5028 Progress/Activity Relationship Table ACTV-RELATE-D ADM SD 5029 Progress/Document Relationship Table DOC-RELATE-D ADM SD 5030 Initial Entry ADM-STU-D ADM-CONTACT-D ADM-INTEREST-D ADM-XREF-ID-D ADM SD 5031 Information Entry ADM-STU-D ADM-CONTACT-D ADM-INTEREST-D ADM-XREF-ID-D ADM SID-SSN-XREF-D SM CENTRAL-SID-D CA

SMS Executive Technical Overview Screens Title Dataset/File Database SD 5035 Activity Tracking ADM-STU-ACTV-D ADM-REQR-D ADM SD 5036 Document Tracking ADM-DOC-D ADM-ADDTNL-DOC-D ADM SD 5037 Activity Tracking Roster ADM-STU-ACTV-D ADM-HIST-D ADM SD 5038 Download Configuration FILE-TEMPL-D ADM SD 5039 Admissions Group Codes Table ADM-GRP-M ADM SD 5040 Duplicate Name List Accesses ADM-STU-D ADM-XREF-ID-D ADM STU-D SM

SMS Executive Technical Overview Code Tables SM 5020 - College Quarterly Information (college defined, YRQ-M, SM) SM 2003 – Time Preference (system defined, TIME-PREF-M. TBL 3) SM 5006 – College Educational Program (college defined, IS 2002 – Advisor/Instructor (college defined, ADV-D, SM) ZX 0020 – Zip Code Table (college defined, ZIP-TBL-M, TBL 2) SM 5007 - Ethnic Origin Codes (system defined, ETH-ORG-M, TBL 3) SM 5022 – Citizenship Status (system defined, CITZ-STAT-M, TBL 3) SM 5011 – Residency Status (system defined, RES-STAT-M, TBL 3) SM 5012 – Fee Paying Status (system defined, FEE-PAY-STAT-M, TBL 3) SM 5013 – High School Codes (system defined, HI-SCHL-M, TBL 3) SM 5014 – College Codes (system defined, COL-CD-M, TBL 3) SM 5008 – Veteran Benefit Codes (college defined, VET-BENE-M, TBL 4) SM 5009 – Student Type Codes – college defined, STU-TYP-M, SM) (system defined, RACE-TBL-M, TBL 3) (system defined, HISP-TBL-M, TBL 3)

SMS Executive Technical Overview Student Biographic Used to create and maintain student biographic information Used to create and maintain information about the student while attending the college

SMS Executive Technical Overview Student Biographic screens, datasets and files updated or accessed: Screens Title Datasets/Files Database SM 2001 Admissions STU-D SM STU-M SM PREV-NAME-D SM SID-SSN-XREF-D SM CENTRAL-SID-D CA SM 4002 S. DATA SM 4002 Registration/Admissions STU-D SM STU-M SM PREV-NAME-D SM STU-EMERG-D SM SID-SSN-XREF-D SM CENTRAL-SID-D CA SM 4002 S. DATA

SMS Executive Technical Overview Screens Title Datasets/Files Database SM 4015 Student Quarter Comments STU-COMMENT-D SM SM 4016 Student Previous Name PREV-NAME-D SM SM 5001 Student Records STU-D SM STU-M SM PREV-NAME-D SM STU-EMERG-D SM SID-SSN-XREF-D SM STU-OPT-D SM CENTRAL-SID-D CA SM 4002 D. DATA

SMS Executive Technical Overview Screens Title Datasets/Files Database SM 5002 Student Verification Accesses STU-M SM STU-D SM UNUSUAL-ACTN-D SM STU-YRQ-M SM EDUC-PRG-M SM TRAN-DEGREE-D TRAN SM 5003 Student Unusual Action UNUSUAL-ACTN-D SM 5005 Degree Information Accesses TRAN-DEGREE-D TRAN-STU-D TRAN SM 5015 Student Search Accesses STU-D SM PREV-NAME-D SM OLD-SID-D SM SID-SSN-XREF-D SM SM 5016 Alternate Address ALT-ADDR-M SM SM TRAN

SMS Executive Technical Overview Screens Title Datasets/Files Database SM 5023 SID Updates SM 5023 S. DATA SM 5026 Student Outcomes STU-D SM SM 5027 Student Pin STU-PIN-D SM SM 5033 Maintain Student SSN SID-SSN-XREF-D SM TRAN-STU-D TRAN ADM-STU-D ADM TRNSFR-EVAL-M TRNSFR STU-HIST-M HIST SM 5034 CENTRAL-SID-D CA Lookup Student SID Accesses STU-D SM SID-SSN-XREF-D SM ADM-STU-D ADM TRAN-STU-D TRAN TRNSFR-EVAL-M TRNSFR STU-HIST-M HIST EMP-M EMP STD-MAS SAFER

SMS Executive Technical Overview Code Tables SM 5004 – Punitive Action Codes (system-defined, PUN-ACTN-M, TBL 3) SM 5008 – College Educational Program (college-defined, EDUC-PRG-M, SM) SM 5009 – Student Type Codes (college defined, STU-TYP-M, SM) SM 5010 – Student Intent Codes (system defined, STU-INT-M, TBL 3) SM 5011 – Residency Status Codes (system defined, RES-STAT-M, TBL 3) SM 5012 – Fee Paying Status Codes (system defined, FEE-PAY-STAT-M, TBL 3) SM 5013 – High School Codes (system defined, HI-SCHL-M, TBL 3) SM 5014 – College Codes (system defined, COL-CD-M, TBL 3) SM 5019 – College Information (college defined, COL-INFO-M, TBL 4) SM 5020 – College quarterly Information (college defined, YRQ-M, SM) SM 5021 – Unusual Action Codes (college defined, UNUSUAL-CD-M, SM) SM 5022 – Citizenship Status (system defined, CITZ-STAT-M, TBL 3) SM 5025 – College Parameter Table (college defined, COL-PARM-M, TBL 4) SM 5028 – High School District Codes (system defined, HI-SCHL-DST-M, TBL 3) IS 2002 – Advisor/Instructor (college defined, ADV-D, SM) SM 2003, Time Preference Codes (system defined, TIME-PREF-M, TBL 3) (system defined, RACE-TBL-M, TBL 3) (system defined, HISP-TBL-M, TBL 3) (system defined, FAM-STAT-M TBL 3) (system defined, PLAN-ATTND-M, TBL 3) (system defined, WORK-ATTND-M, TBL 3) (system defined, PRIOR-EDUC-M, TBL 3)

SMS Executive Technical Overview Test Scores Upload and manually enter test scores and other data from third party PC software into SMS Coordinates of the data file produced by the third party PC software entered into template Template is uploaded into one of two files on HP 3000 Data file from third party PC software is uploaded to the HP 3000 Batch job posts the test data from the coordinates entered into the template to student record

SMS Executive Technical Overview Test Score screens, datasets and files updated or accessed: Screens Title Dataset/Files Database SD 1008 Test/Profile Template Download SD 1008. EXC (DOS application) SD 1005 Test Score/Profile Coordinate File 1 SD 1005 S. DATA SD 1006 Test Score/Profile Coordinate File 2 SD 1006 S. DATA SD 1004 PC Test Score/Profile Data Upload SD 1004 S. DATA SD 1002 Test Score TEST-SCORE-D SM SD 1002 S. DATA SD 1003 Test Score Evaluation TEST-EVAL-M TBL 4 TEST-EVAL-D TBL 4 SD 5014 Student Profile Update Screen STU-PROFILE-D SM

SMS Executive Technical Overview SID Assignment – to avoid duplication of student records in multiple databases, SM, ADM, TRNSFR, TRAN, HIST, or EMP CENTRAL-SID-D in CA database checked if student provides SSN If match found, SID associated with SSN is assigned to the new record If SSN does not exist in CENTRAL-SID-D, new SID is assigned If student does not provide SSN, new SID is assigned Each college assigned a range of SIDs – stored in SIDRANGE-D in TBL 3 database Colleges can reserve groups of SID’s from their assigned range for special student populations or situations

SMS Executive Technical Overview SID Assignment datasets: SID-SSN-XREF-D – contains the student’s SSN if provided OLD-SID-D – contains the SID assigned to the student prior to the conversion and their new SID-ASSGN-D – 3500 unassigned SIDs available for assignment to new student records. Job SM 5226 J adds more SIDs. SID-RESRV-D – reserved SIDs. SID-CNTRL-D – the last SID added by the last run of SM 5226 J.

SMS Executive Technical Overview Typical method for creating a student record Student submits application through web admissions and the data is loaded into the ADM-STU-D in ADM, STU-D in SM or both Student’s data is manually added using a biographic screen into ADM-STU-D in ADM, STU-D in SM or both Student’s biographic data is manually added using the Registration screen (SM 700 A) creating a STU-D record in SM Student’s biographic data is manually added using Program Enrollment screen (SM 3001) creating a STU-D record in SM Student’s biographic data is entered into ADM-STU-D in ADM via an upload file

SMS Executive Technical Overview Registration Fee Calculation Class Waitlist WAOL Enrollment Management

SMS Executive Technical Overview Registration Used to enroll students into quarterly classes Three modes of registration HP 3000 screen (SM 7001/A) Web Batch

SMS Executive Technical Overview Other registration related functions are: New student registration appointments Returning student registration appointments Registration transaction log screens Class rosters – printed, web or download

SMS Executive Technical Overview Registration screens, datasets and files updated or accessed: Screen Title Dataset Datebase SM 7001/A Registration STU-YRQ-M SM STU-CLASS-D SM STU-YRQ-XREF-D SM CLASS-CLUSTER-D SM COURSE-ENTR-D SM STU-COURSE-D SM STU-ENR-TRNS-D SM STU-GR-TRNS-D SM STU-M SM STU-D SM PREV-NAME-D SM SID-SSN-XREF-D SM CUST-ACTV-D CA CENTRAL-SID-D CA

SMS Executive Technical Overview Registration screens, datasets and files updated or accessed: Screen Title Dataset Database SM 4005 New Students–Registration Appointments NEW-APPT-D TBL 4 SM 4006 Returning Students – Registration Appointments RET-APPT-D TBL 4 SM 4007 Registration Appointment Time Schedule APPT-TIME-D TBL 4 SM 4008 Registration Appointments APPT-D SM SM 4010 Student Enrollment Transactions STU-ENR-TRNS-D SM SM 4011 Course enrollment Transactions STU-ENR-TRNS-D SM SM 4014 Class Roster Download Accesses CLASS-D SM STU-YRQ-M SM STU-D SM COL-OPT-M TBL 4

SMS Executive Technical Overview Registration screens, datasets and files updated or accessed: Screen Title Dataset Datebase SM 4012 Touchtone Registration Configuration TTONE-CONFIG-M SM SM 4013 Touchtone Registration Student Information Screen TTONE-STU-OPT-M SM FC 2001 Touchtone Optional Fees Table TTONE-OPT-FEE-D SM SM 7030 College-Specific Waitlist Screen COLLEGES MAGWL SM 7031 Year/Quarter Specific Waitlist Parameters Screen QUARTERS MAGWL SM 7032 Class-Specific Waitlist CLASSES MAGWL SM 7033 Class Range Waitlist Parameters CLASSES MAGWL SM 7034 Class Waiting Lists WAITLISTS MAGWL POSITIONS-CHANGES MAGWL SM 7035 Waitlists by Student STUDENTS MAGWL STU-WLIST-XREF-D MAGWL

SMS Executive Technical Overview Registration Edits Class capacity Allow registration Registration dates for and web Instructor permission Requisites WAOL class – checks WAOL database for WAOL class capacity

SMS Executive Technical Overview Registration Edits Student Registration block Past due fees Time conflict Maximum credits by quarter or student type Registration appointment Underage/senior citizen

SMS Executive Technical Overview Types of Registration Transactions Add * Override class capacity Drop * Override add date Withdrawal * Override drop date Withdrawal suppress * Override fee pay status Add with audit grade * Override exit date Add with pass grade Override entry date Add with designated grade Override prerequisite block * Override credit amounts for variable credit classes * Override instructor permission requirement * Override blocks Add to class waitlist * *Available with in-line and web modes of registration

SMS Executive Overview Fee Calculation Occurs after the student is enrolled in the class. Tuition and fees are stored in the CUST-ACTV-D dataset in the CA database. Tuition and fees are displayed on the registration screen, SM 7001, web registration, Cashiering screen, BM 1600, and Customer Account Inquiry screen, BM 1625. Uses the fee pay statuses from the student’s quarterly biographic record (STU-YRQ-M), the class record (CLASS-D) and the student’s enrollment record (STUCLASS-D) Tuition and fees are displayed to the student on web registration and the web student schedule

SMS Executive Technical Overview Class Waitlist The class waitlist process places students in chronological order onto a waiting list for a specific quarterly section of a course that has full enrollment When an opening becomes available in the class, the first student on the list can be registered into the class manually or using batch registration Waitlist works with on-line registration, web registration and batch registration

SMS Executive Technical Overview Class Waitlist Colleges can define: Quarters and classes allowed to have a waiting list Maximum number of waiting lists a student can be on Maximum number of students on a waiting list Last date that a student can be added to a waiting list Whether or not students can be added to a waitlist if they are already registered in a different section of the same course or if there is a time conflict Students can check waitlist status on the web and can remove themselves from a waitlist

SMS Executive Technical Overview WAOL Enrollment Management Provides the ability to automatically monitor and control the number of students registering for Washington On-Line courses Enrollment information is automatically sent to the WAOL database

SMS Executive Technical Overview WAOL Enrollment Management Colleges schedule 3 batch jobs that communicate between the college’s HP 3000 and the WAOL database SM 4232 J (Send Enrollment Transaction to WAOL) This job automatically sends student biographic information to WAOL (approximately every 30 minutes) SM 4236 J (WAOL Enrollment Control) This job assists in sending registration requests to WAOL SM 4233 J (Terminate Job SM 4232 J) This job stops the previous two jobs, SM 4232 J and SM 4236 J

SMS Executive Technical Overview Typical Registration process flow: Student is assigned a registration appointment At the appointment time or any time after, the student registers via on-line, or using the web Student can check their schedule view or get a copy of their schedule through the web

SMS Executive Technical Overview Program Enrollment Was used by some clock hour technical colleges to record and manage enrollments into openentry open-exit vocational preparatory programs – no longer used for this purpose Used by some colleges to manage waitlist for vocational preparatory programs

SMS Executive Technical Overview Program Enrollment screens and datasets updated or accessed: Screens Title Datasets Database SM 3001 Program Enrollment STU-PRG-ENR-D SM STU-PRG-XREF-D SM STU-PRG-TRNS-D SM STU-PRG-OPT-D SM STU-M SM STU-D SM PREV-NAME-D SM SID-SSN-XREF-D SM CENTRAL-SID-D CA SM 3002 Program Section Waiting List STU-PRG-WLIST-D SM SM 3003 Student Program Information Accesses STU-D STU-PRG-ENR-D SM STU-PRG-OPT-D SM STU-PRG-WLIST-D SM STU-CLASS-D SM EDUC-PRG-SECT-M SM SM

SMS Executive Technical Overview Program Enrollment screens and datasets updated or accessed: Screens Title SM 3011 Student Program Enrollment Transactions Accesses STU-D Datasets STU-PRG-TRNS-D SM EDUC-PRG-SECT-M SM SM 3012 Program Enrollment Transactions STU-PRG-TRNS-D SM SM 3015 Program Section Seat Roster Accesses STU-D SM STU-PRG-ENR-D SM STU-PRG-OPT-D SM STU-PRG-WLIST-D SM STU-CLASS-D SM EDUC-PRG-SECT-M SM Accesses EDUC-PRG-SECT-M Database SM SM

SMS Executive Technical Overview Program Enrollment screens and datasets updated or accessed: Screens SM 3016 Title Program Section Open Seats Accesses STU-D Datasets Database STU-PRG-ENR-D SM STU-PRG-OPT-D SM STU-PRG-WLIST-D SM STU-CLASS-D SM INSTRN-CAL-M TBL 4 INSTRN-CAL-D TBL 4 SM 3017 Program Section Seat Openings SM Accesses STU-PRG-ENR-D STU-PRG-OPT-D STU-PRG-WLIST-D SM STU-CLASS-D SM INSTRN-CAL-M TBL 4 INSTRN-CAL-D TBL 4 PRG-STRT-DATE-M TBL 4 SM SM

SMS Executive Technical Overview Program Enrollment screens and datasets updated or accessed: EDUC-PRG-SECT-M SM SM 3020 College Educational Program Sections EDUC-PRG-SECT-D SM EDUC-PRG-XREF-D SM SM 5030 Instructional Calendar INSTR-CAL-M TBL 4 INSTR-CAL-D TBL 4

SMS Executive Technical Overview Grades and Records End of the quarter grading Transcript maintenance Electronic transfer of transcripts

SMS Executive Technical Overview Grades and Record screens, datasets and files updated or accessed: Screen Title Datasets/Files Database SM 6002 Grade Attributes GR-ATTR-D TBL 4 SM 6003 Grade Processing Options GR-PROCESS-OPT-M TBL 4 SM 6004 Grade Posting Screen STU-CLASS-D SM STU-ENR-TRNS-D SM STU-COURSE-D SM STU-GR-TRNS-D SM 6004 S. DATA SM 6005 Grade Roster Update GR-ROSTR-M TBL 4 GR-ROSTR-D TBL 4 STU-GR-TRNS-D SM STU-ENR-TRNS-D SM SM 6007 On Request Transcript SM 6007 S. DATA SM 6008 Transcript biographic TRAN-STU-D TRAN

SMS Executive Technical Overview Grades and Record screens, datasets and files updated or accessed: Screen Title Datasets/Files Database SM 6009 Transcript Degree Information TRAN-DEGREE-D TRAN SM 6010 Transcript Quarterly Data TRAN-YRQ-D TRAN SM 6011 Beginning Credit Information TRAN-STRT-D TRAN SM 6013 Transcript Classes TRAN-YRQ-D TRAN-CLASS-D TRAN STU-COURSE-D SM STU-CLASS-D SM SM 6015 Student Transcript Accesses TRAN-STU-D TRAN TRAN-CLASS-D TRAN-STRT-D TRAN-DEGREE-D TRAN-COMMENT-D TRAN-YRQ-D TRAN

SMS Executive Technical Overview Grades and Record screens, datasets and files updated or accessed: Screen Title Datasets/Files Database SM 6017 Print Transcript SM 6050 Class Grade Roster Update GR-POST-M TBL 4 GR-POST-D TBL 4 STU-CLASS-D SM STU-COURSE-D SM SM 6051 Student Grade Roster Update STU-GR-POST-M TBL 4 STU-GR-POST-D TBL 4 TRAN-YRQ-M TRAN-STU-D TRAN-CLASS-D TRAN-STU-REQR-D TRAN STU-CLASS-D SM STU-COURSE-D SM SM 6052 TRAN-CLASS-D TRAN Student Course Requirements TRAN-STU-REQR-D TRAN STU-CLASS-D TRAN STU-COURSE-D TRAN

SMS Executive Technical Overview Grades and Record screens, datasets and files updated or accessed: Screen Title Datasets/Files Database SM 6053 Transcript Print Screen – With Course Requirements SM 6054 Student Transcript Accesses TRAN-STU-D TRAN TRAN-CLASS-D TRAN-STRT-D TRAN-DEGREE-D TRAN-COMMENT-D TRAN SD 3001 Transcript Transfer Request TRAN-YRQ-D TRAN-STU-REQR-D SD 3001 S. DATA TRAN

SMS Executive Technical Overview Grading Process Job group scheduled to produce grade roster file File SM 6242 D created to use in Instruction Briefcase

SMS Executive Technical Overview Grading process Grades are entered into grade roster file SMS screen SM 6005 SMS screen SM 6004 Instructor Briefcase Grades are posted via SM 6220 J to enrollment record (STU-CLASS-D) Job group scheduled to post grades from enrollment record to transcript Cumulative data is also updated

SMS Executive Technical Overview Electronic Transfer of Transcripts Allows colleges to send and receive transcript information to and from other WA state community and technical colleges Allows colleges to send electronic transcripts to the 4 -year public institutions in Washington State

SMS Executive Technical Overview Electronic transfer of transcripts SID or SSN of student requesting transcript sent entered on screen SD 3001 Job Group SG 103 R sends the transcripts via DS lines Receiving college runs SG 104 R or SG 105 R to print transcripts or just obtain the student’s course information Transcripts to 4 -year colleges FTP’d from server at SBCTC-IT Bellevue

SMS Executive Technical Overview Student Progress Transcript evaluation Degree Audit Early Intervention Honor Roll/Probation

SMS Executive Technical Overview Student Progress screens, datasets and files updated or accessed: Screen Title Datasets/Files Database SD 3002 Grade Translation Table TRNSLT-GR-D TBL 4 SD 3003 Course Translation Table TRNSLT-COURSE-D TBL 4 SD 3004 Transcript Evaluation Screen TRNSFR-EVAL-M TRNSFR-EVAL-D TRNSFR-COURSE-D TRNSFR TRNSLT-COURSE-D TBL 4 STU-COURSE-D SM STU-D SM TRAN-STU-D TRAN ADM-STU-D ADM SD 3004 S. DATA SD 3005 Transfer-In Course Screen TRNSFR-COURSE-D TRNSFR STU-COURSE-D SM STU-D SM ADM-STU-D ADM SD 3005 S. DATA

SMS Executive Technical Overview Student Progress screens, datasets and files updated or accessed: Screen Title Datasets/Files Database SD 5010 Intervention Code Table INTRV-ACTN-TBL-M TBL 4 SD 5011 Corrective Action Code Table CORR-ACTN-TBL-M TBL 4 SD 5012 Intervention Roster Update INTRV-ROSTR-M TBL 4 INTRV-ROSTR-D TBL 4 SD 5013 Intervention Posting Screen STU-INTRV-D SM SD 5013 S. DATA SD 1009 Intervention File Download SD 5018 S 1. RUN SD 5017 Student Intervention Screen Accesses STU-D SM STU-CLASS-D SM STU-INTRV-D SM

SMS Executive Technical Overview Student Progress screens, datasets and files updated or accessed: Screen Title Datasets/Files Database SM 6014 Honor Roll/Probation HONOR-D TBL 4 SD 5018 Honor Roll/Probation Exclude Grades HONOR-D TBL 4 SD 5019 Consecutive Quarter Update Screen STU-YRQ-M SM SD 1011 Honor Roll/Probation Download SD 5110 S. RUN

SMS Executive Technical Overview Transcript Evaluation of transcripts received electronically or entered manually Can use pre-entered grade and course translation tables Evaluated transferred-in courses are added to the student’s SMS record and are used in Degree audit Requisite checking Registration appointment priority based on cumulative credits earned

SMS Executive Technical Overview Degree Audit Compares the student’s transcripted courses, evaluated transferred-in courses and currently enrolled courses with program and degree templates Real time, fully integrated with SMS Administrator, Advisor & Student interfaces Provides ability to print audits in batch

SMS Executive Technical Overview Early Intervention Process to notify appropriate college staff of student academic deficiencies early in the quarter Corrective actions can be taken by college staff to notify the student with appropriate assistance for student success

SMS Executive Technical Overview Early Intervention processing steps Intervention rosters are generated Instructors indicate which students are meeting the college defined criteria for academic deficiencies Intervention roster data is entered into a SMS screen Intervention and corrective actions are posted to the student’s record Letters can be generated to notify students of their deficiencies and corrective actions they can take

SMS Executive Technical Overview Attendance collection is a requirement for financial aid disbursement at a clock hour college Attendance hours are collected from class instructors and entered on a SMS screen Attendance hours are posted to the Financial Aid system from attendance hours entered in SMS No longer used for colleges who have converted to credits.

SMS Executive Technical Overview Honor Roll/Probation Colleges can enter criteria that defines each of the honor roll or probation categories Batch jobs are scheduled to extract students that meet the specified criteria Reports, transcripts, mailing labels and mail merge data files can be produced Honor roll or probation categories labels (President’s list, Dean’s list, etc. ) can be posted to the student’s transcript

SMS Executive Technical Overview State and Federal Reporting MIS Reporting – quarterly reporting of: Payroll data Class data Student data Enrollment data College data submitted to SBCTC is primary source of data used in SBCTC Data Warehouse

SMS Executive Technical Overview MIS Reporting Batch jobs are scheduled during quarter to edit class, student and enrollment data Payroll records are compared with class record to ensure staff paid for instruction are assigned classes and coding matches SBCTC specifies range of dates for colleges to run MIS finals to submit quarter data Data is sent automatically via transporter to SBCTC’s HP 3000

SMS Executive Technical Overview Web Applications Use Web Transaction Server to access information stored on the college’s HP 3000 Web functions: Web Admissions Center Student Web Access Schedule Planner Web Registration Student Address Student Kiosk Access Instructor Briefcase Degree Audit

SMS Executive Technical Overview Web Admissions Center College applicants enter standard admissions information in a centralized database and submits any number of participating colleges Application information is stored on an NT server – Web Admissions Center – housed at SBCTC-IT Colleges place Web Admissions Center link on their web site A notification e-mail is sent to designated college staff when an applicant submits an application to the college

SMS Executive Technical Overview Web Admissions College staff log into the college’s account at the Web Admissions Center College staff review applicant data and add necessary coding When the application is approved, the student’s data is automatically loaded into the college’s SM database, ADM database or both via the Web Transaction Server E-mail is sent automatically to the applicant with a college defined message

SMS Executive Technical Overview Student Web Access functions Class schedule What’s My SID Registration Appointment Student PIN Change Student Schedule Unofficial Transcript

SMS Executive Technical Overview Schedule Planner Provides students the ability to plan their schedules for a particular quarter Students indicate what times and days they are not available during the week Students select desired courses Schedule Planner displays open sections of the courses that meet the time requirements of the student Can link directly into web registration Colleges schedule job group to create a file of courses offered each quarter. The file is loaded onto the web server

SMS Executive Technical Overview Web Registration Allows students to register for classes over the web Enforces college defined requirements for quarterly registration Colleges enter quarterly registration configuration information on SMS screen SM 4012

SMS Executive Technical Overview Student Address Allows students the ability to view or change their address, phone number and email address over the web Colleges typically link web student address to web registration

SMS Executive Technical Overview Student Kiosk Access Provides students the ability to view student web access information on a standalone kiosk Used with a web browser Can be used with a touch screen Uses Web Transaction Server

SMS Executive Technical Overview Instructor Briefcase – provides the ability for faculty to manage their classes over the web; functions include: Class rosters Web grading Employee PIN Change

SMS Executive Technical Overview Degree Audit Web-based advising module that includes: Administrator interface – for setting configurations & building requirements for the college’s degrees & certificates Advisor interface – for running audits, creating academic plans, and maintaining advisor notes+ Student interface – students can run audits against any certificate or degree program where requirement exist; view up to 5 academic plans created by their advisor; view any public advising notes created by an administrator or advisor