programs of study and majors slcm_ad_340
DESCRIPTION
Programs of Study and Majors SLCM_AD_340. Course Content. Introduction Unit 1- Programs of Study and Majors Unit 2 – Change of Program Unit 3- Adding a Second Program Unit 4 – Adding Majors Unit 5 – Major Changes Unit 6 – Avoiding Errors Unit 7 – Minors and Options Course Summary. - PowerPoint PPT PresentationTRANSCRIPT
SLCM_AD_340 Programs of Study/Majors v12 1
Programs of Studyand Majors
SLCM_AD_340
SLCM_AD_340 Programs of Study/Majors v12 2
Course ContentCourse Content
• Introduction
• Unit 1- Programs of Study and Majors
• Unit 2 – Change of Program
• Unit 3- Adding a Second Program
• Unit 4 – Adding Majors
• Unit 5 – Major Changes
• Unit 6 – Avoiding Errors
• Unit 7 – Minors and Options
• Course Summary
SLCM_AD_340 Programs of Study/Majors v12 3
Learning ObjectivesLearning ObjectivesUpon completing this course, you will be able to:
Understand the characteristics of program of studies and majors
Change a main program of study and major
Add a second program of study
Add a major inside and outside of program of study
Change a priority 1 major
Change a priority 2 major
Avoid program of study and major data entry errors
Add a minor, option, or specialization
SLCM_AD_340 Programs of Study/Majors v12 4
Prerequisites and RolesPrerequisites and Roles
•Prerequisites
UK_100 IRIS Awareness & Navigation
SLCM_200 Student Lifestyle Management Overview
SLCM_AD_310 Student Records
SLCM_AD_340 Programs of Study/Majors v12 5
Program of Study and Major AccessProgram of Study and Major Access
• Program of Study and Major records may be accessed using either IRIS or myUK Portal
• In order to change or add Programs, Majors, etc., you need: To complete the SLCM_AD_340 Program of Study and
Majors course and pass the assessment To be designated by your college as a person with the
responsibility to view, create, and change program of study and majors
To sign a Statement of Responsibility (SOR) form located at http://www.uky.edu/IRIS
• 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_AD_340 Programs of Study/Majors v12 6
Avoiding Common ErrorsAvoiding Common Errors
• It is important to enter changes or additions to
Programs, Majors, Minors, Options, Specialties, and
Subspecialties accurately and use the appropriate
effective date• Inaccurate data entry affects:
The student’s records (possibly
including student fees)
Internal University reports, such as
College enrollment reports
External University reports, such as
for CPE reports
SLCM_AD_340 Programs of Study/Majors v12 7
Remember the Key Date fieldRemember the Key Date field
• The Key Date is the date as of which IRIS displays, processes, or creates student data
The Key Date determines what data you see for a student
If you use the current date, IRIS will show you what is current for the student
You can enter a date directly into the Key Date field
NOTE: You should set the Key Date to default to the current date
SLCM_AD_340 Programs of Study/Majors v12 8
ValidityValidity
• The system contains currently valid programs, majors, minors, options, specializations, and sub-specializations and ones that are no longer valid
• The codes that are not valid are kept in the system since they are needed for some student’s records.
• It is essential to use valid data only
• If you are not sure which codes are valid, check with your Dean’s office
SLCM_AD_340 Programs of Study/Majors v12 9
Unit 1Unit 1
Programs of StudyAnd Majors
SLCM_AD_340 Programs of Study/Majors v12 10
Unit 1 – Programs of Study and MajorsUnit 1 – Programs of Study and Majors
• Program of Study Characteristics
• Major Characteristics
• Missing Majors
• Change History
• Reminders
SLCM_AD_340 Programs of Study/Majors v12 11
Program of Study CharacteristicsProgram of Study Characteristics
• All students must have a valid Program of Study
• Valid start and end dates can be viewed by clicking on
the Program Overview icon to the right of the
Program field on the Registration tab
The active Program of Study has the high date
(12/31/9999) as its end date
SLCM_AD_340 Programs of Study/Majors v12 12
Main vs AdditionalMain vs Additional
• If a student has more than
one Program of Study, only
one of the programs can be
designated as the Main
program
• All other programs should
be designated as
Additional
• To determine which
program is main, display the
program’s sessional
registration
SLCM_AD_340 Programs of Study/Majors v12 13
Main vs Additional - TipMain vs Additional - Tip
• To view the program priority at a glance, set your layout on
the Registration tab to show it
See Program Layout Setting –Priority v2 Quick Reference Card
at:
http://myhelp.uky.edu/rwd/HTML/CM/QRC_CM_PIQST00_Change
_Layout_Priority_v2.pdf
• Each program of study must have a major
• The Key Date value will determine the majors, minors,
options, and/or specializations that are displayed
SLCM_AD_340 Programs of Study/Majors v12 14
Major CharacteristicsMajor Characteristics
SLCM_AD_340 Programs of Study/Majors v12 15
Major CharacteristicsMajor Characteristics
• Authorized personnel in the colleges maintain major
data in IRIS on the Majors/Minors/Options tab
• If your Key Date defaults to the current date, the
student’s current program of study and major will
display
SLCM_AD_340 Programs of Study/Majors v12 16
Viewing MajorsViewing Majors
• To see a history of changes in a student’s major within
a particular Program, make sure the radio button for
the program is selected and remove the Key Date
SLCM_AD_340 Programs of Study/Majors v12 17
Viewing MajorsViewing Majors
• To display a different program for the student
Click on the Drop Down List icon in the Program
field to select the program, remove the Key Date
and press Enter
SLCM_AD_340 Programs of Study/Majors v12 18
Viewing MajorsViewing Majors
• To view the majors for all of the student’s programs, click
on the All Programs radio button and remove the Key
Date
A historical view of the student’s major at a particular
time based on the Start and End Dates listed
SLCM_AD_340 Programs of Study/Majors v12 19
Missing MajorsMissing Majors
• Every program of study must have at least one major
associated with it for any given time period
• Missing information on majors results in data collection
problems and reporting errors
• If no major exists, it must be created using the
beginning date for its associated Program of Study
SLCM_AD_340 Programs of Study/Majors v12 20
Missing Majors ExamplesMissing Majors Examples
• Example: Program of Study
with no Major
• Example: Minor exists, but no
Major
SLCM_AD_340 Programs of Study/Majors v12 21
Priority ExamplesPriority Examples
• John Smith
Program of Study, priority 1 – BS-AS
Major, priority 1 – Chemistry
• Jane Carter
Program of Study, priority 1 – BS-CI
Major, priority 1 – Communication
Major, priority 2 - Sociology
SLCM_AD_340 Programs of Study/Majors v12 22
Priority ExamplesPriority Examples
• Linda Jones
Program of Study, priority 1 – BSHM-AG
Major, priority 1 – Nutr & Fd Sci-Hospitality Mgt & Tour
Program of Study, priority 2 – BSFOS-AG
Major, priority 1 – Food Science
• Martin Conrad
Program of Study, priority 1 – BBA-BE
Major, priority 1 – Management
Major, priority 2 - Accounting
Program of Study, priority 2 – BS-AS
Major, priority 1 – Spanish
SLCM_AD_340 Programs of Study/Majors v12 23
Change HistoryChange History
• You can view a list of all activities and changes to a
student’s record using the Activity Documents tab
• The activities are listed in date order with the most
current changes at the top
• The Created by column shows the User ID of the person
who made the change
SLCM_AD_340 Programs of Study/Majors v12 24
RemindersReminders
• Change in Program of Study and Major may impact the
advisor attached to the student
College personnel should review advisor information
and update as needed
Information regarding how to add/change advisors is
available on myHelp at
http://myhelp.uky.edu/rwd/HTML/CM/CM_AD_310.html
SLCM_AD_340 Programs of Study/Majors v12 25
SummarySummary
• Program of Study Characteristics
• Major Characteristics
• Missing Majors
• Change History
• Reminders
SLCM_AD_340 Programs of Study/Majors v12 26
Unit 2Unit 2
Change of Program
SLCM_AD_340 Programs of Study/Majors v12 27
Unit 2 – Change of ProgramUnit 2 – Change of Program
• Effective Dates for Changes
• Main Program of Study Change
• Verifying the Change
SLCM_AD_340 Programs of Study/Majors v12 28
Main Program of Study ChangeMain Program of Study Change
• Some changes occur within a college
Example: BSCIE-EN (Bachelor of Science in Civil
Engineering in the College of Engineering) to BSCHE-EN
(Bachelor of Science in Chemical Engineering in the
College of Engineering)
• Other changes involve two colleges
Example: BBA_BE (Bachelor of Business Administration
in Business and Economics) to BSHM-AG (Bachelor of
Science in Hospitality Management)
SLCM_AD_340 Programs of Study/Majors v12 29
Main Program of Study ChangeMain Program of Study Change
• When a student’s Program of Study change involves
moving from one college to another, the receiving
college generally makes the change
• The CM College Codes Quick Reference Card is available
on the myHelp website
http://myhelp.uky.edu/rwd/HTML/CM/QRC_CM_College_Codes_v2.pdf
SLCM_AD_340 Programs of Study/Majors v12 30
Effective Dates for ChangesEffective Dates for Changes
• All undergraduate program, major, minor, option,
specialty, sub-specialty changes must have an
effective start date of the day of the change
• Only exception to this policy is for those students who
are changing into a fee-based program
• The following table will provide the effective for fee-
based, graduate, and professional school programs,
etc. when making a change or addition
• The end date of the prior program, major, minor, etc.
delimited automatically
SLCM_AD_340 Programs of Study/Majors v12 31
Effective Dates for ChangesEffective Dates for Changes
Term Change Occurs Effective Date of New Program, Major, Minor, etc.
Fall
2008-2009
Up to and including 9/3/08 8/27/08
On or after 9/4/08 12/22/08
Winter
2008-2009
Up to and including 12/22/08 12/22/08
On or after 12/23/08 01/14/09
Spring
2008-2009
Up to and including 1/21/09 01/14/09
On or after 1/22/09 5/12/09
Summer I
2008-2009
Up to and including 5/13/09 5/12/09
On or after 5/14/09 6/11/09
Summer II
2008-2009
Up to and including 6/12/09 6/11/09
On or after 6/13/09 8/26/09
SLCM_AD_340 Programs of Study/Majors v12 32
Main Program of Study ChangeMain Program of Study Change
• To change a main Program of
Study use the transaction code
PIQST00
• Enter the student’s Student
Number in the Student
Number field and then press
Enter to pull up the student’s
records
• Use the Tab List icon to select
Registration
SLCM_AD_340 Programs of Study/Majors v12 33
Main Program of Study ChangeMain Program of Study Change
• Verify that the current Program is
displayed in the Program field
• In the New Program field, enter the
code for the new Program of Study
If you are unsure of the code, use the
Possible Entries icon to search for it
• Click on the Change of Program
button
SLCM_AD_340 Programs of Study/Majors v12 34
Main Program of Study ChangeMain Program of Study Change
• Select Transfer Registrations
• In the Program Valid From field, enter the date the
student will be entering the new program
Use the previous Effective Date information to
determine the date
SLCM_AD_340 Programs of Study/Majors v12 35
Main Program of Study ChangeMain Program of Study Change
• The Reason field will default to Change of Program
• The information in the Period section should reflect the
academic year and session for the change
SLCM_AD_340 Programs of Study/Majors v12 36
Main Program of Study ChangeMain Program of Study Change
• Click on the Save icon
SLCM_AD_340 Programs of Study/Majors v12 37
Main Program of Study ChangeMain Program of Study Change
• A message box which says that the student has no
valid admission for the new program may display
If the Type column shows only green or yellow symbols, it
is just providing you with information; click on the
Continue icon
SLCM_AD_340 Programs of Study/Majors v12 38
Main Program of Study ChangeMain Program of Study Change
If the Type column shows a red symbol, you will not be
able to make the change
Make sure the data you have entered is accurate and try to
make the change again
If you are unsure or unable to make the change, contact the
Registrar’s Office
SLCM_AD_340 Programs of Study/Majors v12 39
Main Program of Study ChangeMain Program of Study Change
• The system will prompt you to change the major for the
new Program of Study by displaying the Maintain
Academic Specializations screen
SLCM_AD_340 Programs of Study/Majors v12 40
Main Program of Study ChangeMain Program of Study Change
• Important: If the effective date for a change is a term
for which the student is not registered, the system will
not automatically take you to the Maintain Academic
Specializations screen
Example: Effective date is 12/22/08 which is the beginning
of Winter term, and the student is not registered for
Winter
• If this is the case, you will need to add the major
manually by following the steps listed in the Adding a
Second Program unit
SLCM_AD_340 Programs of Study/Majors v12 41
Main Program of Study ChangeMain Program of Study Change
• Verify that the Valid From, Academic Year, and
Academic Session fields are accurate
• Remember: Major changes must have a date that is
the beginning of a term
Refer to the previous information in this unit to choose the
appropriate date of the program change
The Valid From date should be the same date used for
changing the Program
SLCM_AD_340 Programs of Study/Majors v12 42
Main Program of Study ChangeMain Program of Study Change
• Click on the first Drop Down List icon in the Module
Grp Cat column and select Major
• Press Enter
• Click on the Assign Specialization button to get a list
of valid Majors for the displayed Program of Study
SLCM_AD_340 Programs of Study/Majors v12 43
• Note: By using the Assign Specialization button
you limit the list to the valid majors for the program
• If you are not sure of the validity of the major, check
with your Dean’s office
Main Program of Study ChangeMain Program of Study Change
SLCM_AD_340 Programs of Study/Majors v12 44
Main Program of Study ChangeMain Program of Study Change
• Double-click on the desired Major to select it
• Click on the Save icon to the right of the Command
field
SLCM_AD_340 Programs of Study/Majors v12 45
Main Program of Study ChangeMain Program of Study Change
• When the Information box displays, press Enter to
close it
• You will be returned to the Registration tab
SLCM_AD_340 Programs of Study/Majors v12 46
Verifying the ChangeVerifying the Change
• On the Registrations tab, click on the Program
Overview icon to the right of the Program field to
view the program change
• Notice the change in the Program column
SLCM_AD_340 Programs of Study/Majors v12 47
Verifying the ChangeVerifying the Change
• Use the scroll bar at the bottom of the window to view
the Start Date and End Date information
Notice that the system automatically ends the
previous Program as the day prior to the begin
date of the new Program
• Press Enter to close the window
SLCM_AD_340 Programs of Study/Majors v12 48
Verifying the ChangeVerifying the Change
• When processing a main Program of Study change, do not
alter the radio buttons for Main and Additional program
The system handles this designation automatically when a
Program of Study is changed
• If making the change for the current term, the bookings will
transfer to the new program
If the student has not booked, when they register the
system will create the sessional registration under the
new program
SLCM_AD_340 Programs of Study/Majors v12 49
Verifying the ChangeVerifying the Change
• To verify that the major is accurate, go to the
Majors/Minors/Options tab
• In the Program field, select the new program using the
Drop Down List icon
SLCM_AD_340 Programs of Study/Majors v12 50
Verifying the ChangeVerifying the Change
• If you do not see the major you just added, it may be
due to the date in the Key Date field, especially if the
Start Date is in the future
• Remove the date in the Key Date field and press
Enter
SLCM_AD_340 Programs of Study/Majors v12 51
Verifying the ChangeVerifying the Change
• Take note! If the program change is in the future, the Prncpl Org
Unit (Principal Organization Unit) will NOT change until the new
program is active
Example: The change is effective on 8/27/2008 and the new
Org Unit will be the College of B & E on that date
The student’s current Org Unit is the College of Agriculture
which will remain in effect through 8/26/2008
SLCM_AD_340 Programs of Study/Majors v12 52
Exercise 2.1Exercise 2.1
•Process Change of Program
SLCM_AD_340 Programs of Study/Majors v12 53
SummarySummary
• Effective Dates for Changes
• Main Program of Study Change
• Verifying the Change
SLCM_AD_340 Programs of Study/Majors v12 54
Unit 3Unit 3
Adding aSecond Program
SLCM_AD_340 Programs of Study/Majors v12 55
Unit 3 – Adding a Second ProgramUnit 3 – Adding a Second Program
• Second Program of Study
• Adding a Second Program of Study vs Adding a Second
Major
• Adding the Second Program of Study
• Verifying the Change
SLCM_AD_340 Programs of Study/Majors v12 56
Second Program of StudySecond Program of Study
• Students who are pursuing dual degrees must have
two Program of Study in IRIS; one marked as Main,
one marked as Additional
• UK has used a system of priorities for several years that
is based on financial and reporting needs
• The sequence, from highest to lowest, is:
Medicine
Dentistry
Pharmacy/Law
Graduate
Undergraduate
SLCM_AD_340 Programs of Study/Majors v12 57
Priority of Program AssignmentPriority of Program Assignment
• If both programs are in graduate or undergraduate, then
the priority will be established based on the following:
The student can decide which program they want to be
their main program, unless the student is receiving
scholarship money for one of the programs, in which
case, that program will have priority
For students who are completing both an
undergraduate and graduate program, the agreement
has been that the graduate program must take priority
beginning with the second year in the program
SLCM_AD_340 Programs of Study/Majors v12 58
Changing LayoutsChanging Layouts
• The column layout on the Registration tab may be
changed from the default setting
• Changing the layout can be beneficial for verifying
correct data entry when changing or adding programs
In the example, the priority field have been added to the
layout
SLCM_AD_340 Programs of Study/Majors v12 59
Adding a Second Program of StudyAdding a Second Program of Study
• To add another Program, verify that the current
Program is displayed in the Program field
• Click in the New Program field and enter the new
Program of Study code
SLCM_AD_340 Programs of Study/Majors v12 60
Adding a Second Program of StudyAdding a Second Program of Study
• Click on the Registration button
• Verify the new Program of Study
SLCM_AD_340 Programs of Study/Majors v12 61
Adding a Second Program of StudyAdding a Second Program of Study
• In the Period section, select the appropriate
Academic Year and Academic Session
Remember: Refer to the previous information in Unit 2 to
choose the appropriate date of the program addition
• Press Enter to populate the Valid From dates
If you receive a system message stating the dates will be
changed, press Enter to move through it
SLCM_AD_340 Programs of Study/Majors v12 62
Adding a Second Program of StudyAdding a Second Program of Study
• Determine if this new program will be the Main or
Additional program
If it is the Additional program, click in the Addit’l
Program radio button
If it is the new Main program, leave the radio button for
Main Program selected
Remember to change the other Program of Study to Addit’l
Program!
SLCM_AD_340 Programs of Study/Majors v12 63
Adding a Second Program of StudyAdding a Second Program of Study
• Classification code is used to track students on the basis of
their original entry into UK
• In the instance of two Program of Study, the student must
have the same Classification code on both program, and the
system will populate automatically when you finish adding the
second program
You will not see the completion until you finish the addition
SLCM_AD_340 Programs of Study/Majors v12 64
Adding a Second Program of StudyAdding a Second Program of Study
• Click on the Save icon to return to the Registration
tab
• If you receive a system message, press Enter or click
on the Continue icon
SLCM_AD_340 Programs of Study/Majors v12 65
Adding a Second Program of StudyAdding a Second Program of Study
• Click on the All Programs radio button to view both
program registrations or select the Overview icon
SLCM_AD_340 Programs of Study/Majors v12 66
Adding a Second Program of StudyAdding a Second Program of Study
• Remember to add a major for the second Program of
Study, since the system does not automatically take
you to the major screen!
Remember with two Programs of Study, each program of
study will have a major with a Priority of 1
• Go to the Majors/Minors/Options tab
SLCM_AD_340 Programs of Study/Majors v12 67
Adding a Second Program of StudyAdding a Second Program of Study
• Verify that the new second Program of Study is chosen
in the Program field and the Key Date is the effective
date used in adding the Program
• Click on the Change Acad. Specializations button
SLCM_AD_340 Programs of Study/Majors v12 68
Adding a Second Program of StudyAdding a Second Program of Study
• Verify the Valid From date, the Academic Year, and
Academic Session are correct
Should match the beginning date of program
• Click on the Drop Down List icon in the Module Grp
Cat column
SLCM_AD_340 Programs of Study/Majors v12 69
Adding a Second Program of StudyAdding a Second Program of Study
• Press Enter
• Click on the Assign Specialization button to get a list
of valid Majors for the displayed Program of Study
SLCM_AD_340 Programs of Study/Majors v12 70
Adding a Second Program of StudyAdding a Second Program of Study
• Double-click on the appropriate major
• Since this student will have two Programs of Study,
each major will have a Priority of 1
SLCM_AD_340 Programs of Study/Majors v12 71
Adding a Second Program of StudyAdding a Second Program of Study
• Click on the Save column to the right of the Command
field
• When the Information box displays, press Enter to
close it
SLCM_AD_340 Programs of Study/Majors v12 72
Adding a Second Program of StudyAdding a Second Program of Study
• You will be returned to the Majors/Minors/Options
tab
SLCM_AD_340 Programs of Study/Majors v12 73
Adding a Second Program of StudyAdding a Second Program of Study
• Go back to the Registration tab
• Click on the All Programs radio button
• Verify that only one of the programs is marked as Main
The other program(s) should be marked as Additional
If more than one program is marked as Main, one of them
must be changed to Additional
SLCM_AD_340 Programs of Study/Majors v12 74
Exercise 3.1Exercise 3.1
•Process Second Program of Study
SLCM_AD_340 Programs of Study/Majors v12 75
SummarySummary
• Adding a Second Program of Study vs Adding a Second
Major
• Adding the Second Program of Study
SLCM_AD_340 Programs of Study/Majors v12 76
Unit 4Unit 4
AddingMajors
SLCM_AD_340 Programs of Study/Majors v12 77
Unit 4 – Adding MajorsUnit 4 – Adding Majors
• Adding a Major Within a Program of Study
• Adding a Major Outside of the Program of Study
SLCM_AD_340 Programs of Study/Majors v12 78
Adding Second MajorsAdding Second Majors
• To add a second major for a student, first determine if
the major is within the student’s Program of Study or
outside of it
• If the major is offered in more than one type, such as
for a Bachelor of Science and Bachelor of Arts, you will
need to find out which type the student wants to obtain
Example: Biology is offered as both a BA and a BS
SLCM_AD_340 Programs of Study/Majors v12 79
Adding Second MajorsAdding Second Majors
• Remember! Do not enter a Priority of 1 for more than
one major for the same program of study in the same
time period
If you see this type of error, make the correction by
changing the numbers in the Priority column as
appropriate and saving the changes
Note: When a student has two active Programs of Study,
the major for each should have a Priority of 1
SLCM_AD_340 Programs of Study/Majors v12 80
Add a Second Major Within a ProgramAdd a Second Major Within a Program
• Verify that the correct Program of Study is displaying
• Enter the appropriate effective date in the Key Date
field
Follow the earlier Effective Date guidelines
SLCM_AD_340 Programs of Study/Majors v12 81
Add a Second Major Within a ProgramAdd a Second Major Within a Program
• Click on the Change Acad. Specializations button
• Verify the Academic Year, Academic Session and
Valid From fields contain the effective date for the
program
SLCM_AD_340 Programs of Study/Majors v12 82
Add a Second Major Within a ProgramAdd a Second Major Within a Program
• Click on the Add Row icon to create the blank line
needed to add the major
• On the first blank line below the existing major, click
on the Drop Down List icon in the first column and
select Major
SLCM_AD_340 Programs of Study/Majors v12 83
Add a Second Major Within a ProgramAdd a Second Major Within a Program
• Press Enter
• Click on the Assign Specialization button to get a list
of valid Majors for the displayed Program of Study
SLCM_AD_340 Programs of Study/Majors v12 84
Add a Second Major Within a ProgramAdd a Second Major Within a Program
• Double-click on the appropriate major
• In the Priority column set this major with a priority of
2
To change Priorities of Majors, highlight the incorrect
number in the Priority column and type over it
Verify that you have a Priority 1 major and a Priority 2
major when you are finished
SLCM_AD_340 Programs of Study/Majors v12 85
Add a Second Major Within a ProgramAdd a Second Major Within a Program
• Click on the Save icon
• Confirm the Message box by clicking on the Continue
icon
• You will be returned to the Majors/Minors/Options
tab
SLCM_AD_340 Programs of Study/Majors v12 86
Add a Second Major Within a ProgramAdd a Second Major Within a Program
• If you do not see the major you just added, it may be
due to the date in the Key Date field, especially if the
Start Date is in the future
• Remove the date in the Key Date field and press
Enter
SLCM_AD_340 Programs of Study/Majors v12 87
Exercise 4.1Exercise 4.1
•Add a Second Major within a Program
SLCM_AD_340 Programs of Study/Majors v12 88
Add a Second Major Outside a ProgramAdd a Second Major Outside a Program
• Verify that the correct Program of Study is displaying
• Enter the effective date you used to add the program in
the Key Date field
SLCM_AD_340 Programs of Study/Majors v12 89
Add a Second Major Outside a ProgramAdd a Second Major Outside a Program
• Click on the Change Acad. Specializations button
• Verify the Academic Year, Session, and Valid From
fields are correct
SLCM_AD_340 Programs of Study/Majors v12 90
Add a Second Major Outside a ProgramAdd a Second Major Outside a Program
• Click on the Add Row icon to create the blank line
needed to add the major
• On the first blank line below the existing major, click
on the Drop Down List icon in the first column and
select Major
SLCM_AD_340 Programs of Study/Majors v12 91
Add a Second Major Outside a ProgramAdd a Second Major Outside a Program
• Click on the Find button to display major choices
Verify that the new major is highlighted
• Search for the major using the Search Term field
• Click on the Find button
SLCM_AD_340 Programs of Study/Majors v12 92
Add a Second Major Outside a ProgramAdd a Second Major Outside a Program
When the search list appears, double-click on the
major
Note: Be careful to select the major associated with
the student’s degree level
In the example above, notice that Biology is available
in several degree levels
SLCM_AD_340 Programs of Study/Majors v12 93
Add a Second Major Outside a ProgramAdd a Second Major Outside a Program
Click on the Copy button
Check the Priority column to make sure it is
accurate and displays a 2; if not correct it
SLCM_AD_340 Programs of Study/Majors v12 94
Add a Second Major Outside a ProgramAdd a Second Major Outside a Program
Click the Save icon
Confirm the Message box by clicking on the
Continue icon
SLCM_AD_340 Programs of Study/Majors v12 95
Add a Second Major Outside a ProgramAdd a Second Major Outside a Program
• The second major will be displayed
If you cannot see the second major, remove the date from
the Key Date field and press Enter
SLCM_AD_340 Programs of Study/Majors v12 96
Exercise 4.2Exercise 4.2
•Add a Second Major outside a Program
SLCM_AD_340 Programs of Study/Majors v12 97
SummarySummary
• Adding a Major Within a Program of Study
• Adding a Major Outside of the Program of Study
SLCM_AD_340 Programs of Study/Majors v12 98
Unit 5Unit 5
MajorChanges
SLCM_AD_340 Programs of Study/Majors v12 99
Unit 5 – Major ChangesUnit 5 – Major Changes
• Changing a Priority 1 Major
• Changing a Priority 2 Major
SLCM_AD_340 Programs of Study/Majors v12 100
Changing a Priority 1 MajorChanging a Priority 1 Major
• To change a priority 1 major, first determine if the new
major is within the student’s current Program of Study
If it is in the current Program, use the
Majors/Minors/Options tab to make the change
If it is NOT in the current Program, follow the
instructions for changing the Program of Study
When you change the Program of Study, the
system will automatically prompt you to change
the major
• Use the first date of the term as the Valid From date
when making a major change for the future
SLCM_AD_340 Programs of Study/Majors v12 101
Changing a Priority 1 MajorChanging a Priority 1 Major
• Verify the student’s current Program of Study is
displayed in the Program field
• Set the Key Date to the date in which the change in
Major will occur
Remember: Refer to the previous information in Unit 2 to
choose the appropriate date of the major change
SLCM_AD_340 Programs of Study/Majors v12 102
Changing a Priority 1 MajorChanging a Priority 1 Major
• Click on the Select icon to the left of the current
priority 1major
• Click on the Change Acad. Specializations button
SLCM_AD_340 Programs of Study/Majors v12 103
Changing a Priority 1 MajorChanging a Priority 1 Major
• Verify the effective date of the change in major is in the
Valid From, Academic Year, and Academic Session
fields
• For the current major listed, click on the Replace
Specialization button in the Function column
SLCM_AD_340 Programs of Study/Majors v12 104
Changing a Priority 1 MajorChanging a Priority 1 Major
• Double-click on the major
Note the Object ID for the major
• Check the Priority column to make sure it is accurate
and displays a 1; if not correct it
Use the Object ID to identify the major
SLCM_AD_340 Programs of Study/Majors v12 105
Changing a Priority 1 MajorChanging a Priority 1 Major
• Click the Save icon
• Confirm the Information box by clicking on the
Continue icon
SLCM_AD_340 Programs of Study/Majors v12 106
Changing a Priority 2 MajorChanging a Priority 2 Major
• If the new priority 2 major is within the student’s
Program of Study, follow the instructions for changing a
priority 1 major and mark the new major as priority 2
• If the new priority 2 major is NOT within the student’s
Program of Study:
Verify the student’s current Program of Study is
displayed in the Program field
SLCM_AD_340 Programs of Study/Majors v12 107
Changing a Priority 2 MajorChanging a Priority 2 Major
Set the Key Date to the date in which the change in
Major will occur
Remember: Refer to the previous information in Unit
2 to choose the appropriate date of the program
addition
SLCM_AD_340 Programs of Study/Majors v12 108
Changing a Priority 2 MajorChanging a Priority 2 Major
Click on the Select icon to the left of the current
priority 2 major
Click on the Change Acad. Specializations button
SLCM_AD_340 Programs of Study/Majors v12 109
Changing a Priority 2 MajorChanging a Priority 2 Major
Verify the effective date of the change in major is in the
Valid From, Academic Year, and Academic Session
fields
Click on the Select button to the left of the priority
2 major
SLCM_AD_340 Programs of Study/Majors v12 110
Changing a Priority 2 MajorChanging a Priority 2 Major
Click on the Find button
When the Find box appears, verify that there is a 2
in the Priority field
SLCM_AD_340 Programs of Study/Majors v12 111
Changing a Priority 2 MajorChanging a Priority 2 Major
Search for the major using the Search Term field
Click on the Find button
SLCM_AD_340 Programs of Study/Majors v12 112
Changing a Priority 2 MajorChanging a Priority 2 Major
When the search list appears, double-click on the
major
Note: Be careful to select the major associated with
the student’s degree level
In the example above, notice that Biology is available
in several degree levels
SLCM_AD_340 Programs of Study/Majors v12 113
Changing a Priority 2 MajorChanging a Priority 2 Major
Click on the Copy button (Note the Object ID in the
Module Group field
Check the Priority column to make sure it is
accurate and displays a 2; if not correct it
SLCM_AD_340 Programs of Study/Majors v12 114
Changing a Priority 2 MajorChanging a Priority 2 Major
Click the Save icon
Confirm the Information box by clicking on the
Continue icon
SLCM_AD_340 Programs of Study/Majors v12 115
Changing a Priority 2 MajorChanging a Priority 2 Major
Verify that the majors have the correct priority
numbers
SLCM_AD_340 Programs of Study/Majors v12 116
Exercise 5.1 & 5.2Exercise 5.1 & 5.2
•Change a Priority 1 Major
•Change a Priority 2 Major
SLCM_AD_340 Programs of Study/Majors v12 117
SummarySummary
• Changing a Priority 1 Major
• Changing a Priority 2 Major
SLCM_AD_340 Programs of Study/Majors v12 118
Unit 6Unit 6
Identifying Common Errors
SLCM_AD_340 Programs of Study/Majors v12 119
Unit 6 – Identifying Common ErrorsUnit 6 – Identifying Common Errors
• Identifying Common Errors
• Who To Contact
SLCM_AD_340 Programs of Study/Majors v12 120
Identifying Common ErrorsIdentifying Common Errors
• Common Errors have included:
Program of Study change made in the middle of a term
A Program of Study exists with no associated major
Two Program of Studies exists, both active, but both are
marked as Main
The Program of Study date and the Major date do not
coincide
A Program of Study exists with a priority 1 major outside
of the Program of Study
A second Program of Study is added without adding the
associated major
SLCM_AD_340 Programs of Study/Majors v12 121
Who to Contact?Who to Contact?
• College personnel in need of assistance with Program
of Study problems and questions should contact Jacquie
Hager (or Mike Shanks) in Student Records
• Some Program of Study changes affect student fees;
for assistance, contact Jacquie Hager (or Mike Shanks)
in Student Records
• Contact the Student Records Office for assistance when
incorrect majors have been assigned
SLCM_AD_340 Programs of Study/Majors v12 122
SummarySummary
• Identifying Common Errors
• Who To Contact
SLCM_AD_340 Programs of Study/Majors v12 123
Unit 7Unit 7
Minors, Options, andSpecializations
SLCM_AD_340 Programs of Study/Majors v12 124
Unit 7 – Minors, Options, and SpecializationsUnit 7 – Minors, Options, and Specializations
• Minors, Options, and Specializations
• Adding Minors, Options, or Specializations
SLCM_AD_340 Programs of Study/Majors v12 125
Minors, Options, and SpecializationsMinors, Options, and Specializations
• Minors, options, specializations, and sub-specializations
are created and maintained through the
Majors/Minors/Options tab
• Options are never substitutes for majors and should be
added only when the major of record actually has
options
SLCM_AD_340 Programs of Study/Majors v12 126
Minors, Options, and SpecializationsMinors, Options, and Specializations
• Use the same date guidelines listed on the provided
charts
• Check with your college to learn more about the minors,
options, specializations, and subspecializations for your
area
• If there is a hierarchy, you need to follow it
The quick reference card covering degree program
hierarchies is located on myHelp
SLCM_AD_340 Programs of Study/Majors v12 127
Minors, Options, and SpecializationsMinors, Options, and Specializations
• Make sure that the minor, option, specialty, or sub-
specialty is valid
Check with your Dean’s office if you are unsure
• Follow the same process outlined for creating a major
when you need to add minors or options
• Make the appropriate selection from the Module Grp
Cat drop-down list and complete the process
SLCM_AD_340 Programs of Study/Majors v12 128
Minors and OptionsMinors and Options
• A student’s minor may be added in this manner without
the necessity of creating a separate Program of Study
record
Examples: minors in other colleges can be selected
• The system will assign the Priority of 1 to a minor
• In instances of more than one minor, the second one
created is assigned a Priority of 2, etc.
SLCM_AD_340 Programs of Study/Majors v12 129
SummarySummary
• Minors, Options, and Specializations
• Adding Minors, Options, or Specializations
SLCM_AD_340 Programs of Study/Majors v12 130
Student Records Help WebsitesStudent Records Help Websites
• myHelp website:
http://myHelp.uky.edu/rwd/HTML/CM.html
Contains Quick Reference Cards (QRCs), updated course manuals, Simulations, SLCM Frequently Asked Questions, and other job aids
• IRIS website
http://www.uky.edu/IRIS/CM/
Contains Information Directory, Forms, and other references
131131
SLCM Training CoursesSLCM Training Courses
• Classroom Lab Courses – Register at http://www.uky.edu/IRIS/tr/
SLCM_AD_300 Event Planning
SLCM_AD_340 Programs of Study & Majors
• SLCM Web Courses - http://myhelp.uky.edu/rwd/HTML/CM.html
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 Advising131SLCM_AD_340 Programs of Study/Majors v12
SLCM_AD_340 Programs of Study/Majors v12 132
Course SummaryCourse Summary
• Understand the characteristics of program of studies and majors
• Change a main program of study and major
• Add a second program of study
• Add a major inside and outside of program of study
• Change a priority 1 major
• Change a priority 2 major
• Avoid program of study and major data entry errors
• Add a minor, option, or specialization