SES User Guide Version 2

Louisiana Technical College
User Guide for Student Enrollment System
Version 2.0
Table of Contents
REVISION CONTROL ................................................................................................................................3 PURPOSE ......................................................................................................................................................4 OVERVIEW ..................................................................................................................................................5 SYSTEM NAVIGATION / GENERAL SYSTEM FUNCTIONS.............................................................8 LOGIN SCREEN ............................................................................................................................................8 MAIN SCREEN ..............................................................................................................................................9 KEYBOARD NOTES ....................................................................................................................................11 TOOLBAR ...................................................................................................................................................11 FIELD FUNCTIONALITY ..............................................................................................................................12 SEARCH FUNCTIONALITY...........................................................................................................................13 Student Search .....................................................................................................................................13 DATAGRID FUNCTIONALITY ......................................................................................................................16 Adding New Records............................................................................................................................16 Deleting Records..................................................................................................................................19 Editing Records....................................................................................................................................20 ACCESSING REPORTS .................................................................................................................................24 SYSTEM MODULE FUNCTIONS ...........................................................................................................28 CLASSROOM MAINTENANCE......................................................................................................................28 INSTRUCTOR MAINTENANCE .....................................................................................................................35 NON-CREDIT COURSE MAINTENANCE .......................................................................................................42 TRANSFERRING INSTITUTION MAINTENANCE ............................................................................................49 DATA DUMPS.............................................................................................................................................51 STUDENT MODULE FUNCTIONS.........................................................................................................54 MASTER .....................................................................................................................................................54 STUDENT PROGRAM ..................................................................................................................................59 TRANSFER INFORMATION ..........................................................................................................................60 TEST SCORES .............................................................................................................................................63 PERKINS DATA ..........................................................................................................................................64 EMPLOYMENT DATA..................................................................................................................................65 ADDITIONAL ADMISSIONS DATA ...............................................................................................................66 STUDENT PROGRAM EXIT ..........................................................................................................................67 TERM MODULE FUNCTIONS................................................................................................................68 TERM SCHEDULE MAINTENANCE ..............................................................................................................68 STUDENT REGISTRATION ...........................................................................................................................72 Registering a Student ...........................................................................................................................72 Withdrawing a Student from a Class ...................................................................................................74 STUDENT GRADE MAINTENANCE ..............................................................................................................77 CLASS ROSTER ..........................................................................................................................................79 BATCH ROSTERS ........................................................................................................................................82 OFFICIAL TRANSCRIPTS .............................................................................................................................83 TUITION MODULE FUNCTIONS ..........................................................................................................86 STUDENT TUITION FINANCIAL AID ............................................................................................................86 STUDENT TUITION .....................................................................................................................................91 FISCAL SUMMARY .....................................................................................................................................95
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Revision Control
The following table is provided to include a list of all revisions to the User Guide document: Original Date/Ver # 01/30/2008 Ver. 1.0 Ver. 1.0 Revision Date/Ver # 02/27/2008 Ver. 2.0 Ver. 2.0 Orig Pg Pg Reference Comment Updated title page and footers 48 48 Non-Credit Course Maintenance Transferring Institution Maintenance Transfer Information Student Program Exit Student Registration Student Tuition Financial Aid Student Tuition Replaced screenshot to reflect updated screen Replaced screenshot to reflect updated screen Replaced screenshots in this section to reflect the updated screen Replaced screenshot to reflect the updated screen Replaced screenshots in this section to reflect the updated screens Replaced screenshots in this section to reflect the updated screens and updated order of steps Replaced screenshots in this section to reflect the updated screens Validated by Date and Time
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LTC Student Enrollment System User Guide Version 2.0
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Purpose
This document presents the functions of the Louisiana Technical College (LTC)s Student Enrollment System (SES). The content included in this User Guide is provided to assist in the successful operation of SES. This document is designed to provide step-by-step instructions for tasks completed in SES. Each task will be described, and screenshots will be provided to demonstrate the proper navigation of SES for each respective task. The data shown in the screenshots of this document is for format review purposes only. Note that a users system access is dictated by the role assigned to that users login. The System screens available in the Windows application are not covered in this document but are discussed in the System Administration Manual. These screens are administered by the system administrator and are secured from other users.
Overview
LTCs SES is designed to assist in the replacement of the current student data management system, Student Course Enrollment Access System (SCEAS), with a consolidated and normalized SQL database and a web-interface. Features and functions of SES include: 1. A Web-based system providing the following functions:
o
Setting campus defaults and processing term Campus term functions: Maintaining non-credit and credit courses, classrooms, instructors, term schedule, and term fees Replicating schedules and fees for next term Providing for credit by exam / challenge test for transcript purposes
Student demographic and term-related functions: Maintaining student master data, student transfer data, course transfer history Providing a list of students and a list of students program enrolled/exit Changing a Social Security Number (SSN) Setting academic standing, student level, and Pell dates based on policies Providing for student notes and comments Student term-related and course-related functions: Registering a student Withdrawing a student Maintaining grades Printing individual and batch schedules, report cards, class and batch rosters, and internal/unofficial transcripts Calculating term grade point average (GPA)
Miscellaneous data functions Exporting data Maintaining transferring institutions and student receivables Printing basic reports and official transcripts Deleting registrations for those not paid and with no third party payments
Maintaining all student data (demographic and course) 2. A Windows-based application for system functionality and maintenance 3. A SQL database in which:
o
Each campus will remain separate through security rights. The students data is traceable by the campus at which they are enrolled. Students are able to enroll at more than one (1) campus (cross enroll) or change from one (1) campus to another. Tuition information is maintained as it currently is in SCEAS. The campus can print official and unofficial transcripts for the student with all coursework, even from other LTC campuses.
4. Extracting data for various reports, such as: o Statewide Student Profile System (SSPS) o Student Credit Hours (SCH) o Annual Completers o 14th class day data o Integrated Postsecondary Education Data System (IPEDS) o LTC Annual Report o Council on Occupational Education (COE) Report o Student Transcript System (STS) data and ACT scores Financial Aid Data System (FADS) 5. Multiple level (group and user) security including logon identifiers and passwords. Levels include: o Row level security o Read and report only o Read, report, and editing of specific forms and reports o Read, report, and editing of all forms and reports 6. Documentation including: o User Guide o System Administration Manual o Technical Manual Strategic Business Solutions, Inc. (SBS) development standards were used for all tables, forms, and reports to provide the system with a consistency that will facilitate accuracy of the information, maintenance, upgradeability, and performance. SBS naming conventions were employed in the development of the database tables to create consistency in design and to simplify the system documentation and maintenance.
LTC Student Enrollment System User Guide Version 2.0 Wednesday, February 27, 2008 Page 6 of 98
The system is developed with the Microsoft .NET 2.0 Framework using Visual Basic .NET 2.0 and ASP.NET 2.0 (for the Web application only). The system has a Microsoft SQL 2005 backend. Screens are developed to display in 1024x768 resolution using Internet Explorer 6.0. It is designed to operate with a single network server. It works within the security features provided by Microsoft SQL 2005.
System Navigation / General System Functions

This section contains information that is helpful in navigating SES and details the steps required to perform common functions in the system. Login Screen The following is an example of the Login screen that appears when opening SES. Each user is assigned a unique username and password to access the application.
Field Name Username Password Login Close
Description Login ID of the user Password of the user Opens SES Cancels the opening of SES and closes the Login screen
Main Screen The following is an example of the main screen that appears when a user opens SES. There are four (4) modules in SES: 1. Student 2. Term 3. Tuition 4. System
Click the name of the module to expand the menu and display the screens available in that module. Likewise, a module can be collapsed to hide the screens in the module. All modules have been expanded in the following screenshot to show the screens available in each module.
Keyboard Notes The following keyboard functions can be helpful while working in SES. Tab Moves the cursor to the beginning of the next field Shift + Tab Alt + Arrow Down Arrow Right / Left Space Bar Moves the cursor to the beginning of the previous field Allows the user to show the contents of a dropdown list without using the mouse Allows the user to select option buttons without using the mouse Allows the user to check and uncheck checkboxes without using the mouse
Toolbar To assist the user, a custom toolbar is available, which allows the user to navigate through the data within the application.
The buttons on the toolbar, numbered from one (1) to three (3) above, perform the following functions: 1. Saves information 2. Opens the Student Search screen 3. Opens the Reports Menu
Field Functionality The following table explains the functionality of fields in SES. Field Color White Yellow Gray Field Functionality Optional field Required field Disabled field Definition Field can be filled out or left blank Information must be entered for field Information cannot be input into field; data is read-only
The following screenshot provides examples of the field functionality:
When invalid data has been entered in a field, a pop-up message providing information regarding the invalid data will appear upon clicking Save. A red exclamation mark (!) will also appear next to the field with invalid data.
Search Functionality ALWAYS SEARCH FOR A STUDENT BEFORE ENTERING A NEW STUDENT. The search filters throughout the system are defaulted to First Part search. The search filter options are explained in the following table. Search Filter F Fi Description Matches full text entered Matches first part of text Example A full text search for First name of Mary will return all records with a first name of Mary. A first part search for First name of M will return all records with a first name beginning with M. An any part search for First name of M will return all records with a first name containing the letter M.
Matches any part of text
All search screens in SES work the same. The search process is explained in the following section using the Student Search screen as an example. Student Search SES allows users to search for and select a specific student. The following steps describe how to search for a student. 1. Click the Student Search icon on the toolbar to open the Student Search screen.
2. Enter the search criteria, then click Search. ALWAYS SEARCH FOR THE STUDENT BY SOCIAL SECURITY NUMBER FIRST. IF THERE IS NO MATCH, SEARCH AGAIN BY NAME.
Click Clear to remove the search criteria and/or results. Click Cancel to close the Student Search screen without selecting a student.
3. To select a student, click Select on the row of the desired record. The Student Search screen will close and set the global student to the student selected. This students information will be displayed throughout the system.
Datagrid Functionality The following steps describe how to add, delete, and edit records within a datagrid. Adding New Records To add a new record: 1. Click Add in the datagrid to enable the field(s) for entry of a new record.
2. Enter the information for the new record in the enabled fields. Click Cancel in the datagrid to exit the entry without saving.
3. Click Save on the toolbar, and the new record will populate in the grid.
Deleting Records To delete an existing record: 1. Click Delete on the row of the record to be deleted.
2. Click OK on the pop-up message to confirm the deletion and remove the data from the grid.
Editing Records To edit a previously saved record: 1. Click View on the row of the record to be edited, and the information will populate the fields.
2. Click Edit to enable the fields for editing.
3. Modify the information, as necessary. Click Cancel to exit the entry without saving.
4. Click Save on the toolbar, and the edited record will populate in the grid.
Accessing Reports SES allows users to generate, view, and print reports. Not all reports in SES are accessed through the Reports Menu. Reports accessed through other screens of the system are discussed in the appropriate sections of this document. The following reports are available in the Reports Menu: 1. Batch Schedules 2. COE Exits for Annual Report 3. Cumulative Enrollment 4. Detailed Head Count by Program 5. Developmental Term FTE 6. Instructor Load 7. Internal Transcript Unofficial 8. Missing High School Grad Year 9. Missing High School Names 10. Perkins Information on Students 11. Report Cards 12. Room Utilization 13. STS Detailed Student Transcript 14. STS Student Graduation Verification 15. Students by Name 16. Students by SSN 17. Term Exit Report 18. Testing Information on Students
The following steps describe how to access reports in the Reports Menu. 1. To open the Reports Menu, click the Reports icon on the toolbar.
2. Select the report from the alphabetical list of reports, then click Preview.
3. If the report has a parameter form, it will open and allow the user to specify record selection criteria used to limit the output of the report. Enter the appropriate information, then click View to preview the report.
NOTE: For term reports, enter the requested terms as follows: YYYYFL Fall semesters, example 2007FL YYYYSP Spring semesters, example 2008SP YYYYSM Summer terms, example 2008SM For annual reports, enter the beginning year requested as follows: 2006 for the 2006-07 academic year (Summer 06 thru Spring 07) 2007 for the 2007-08 academic year (Summer 07 thru Spring 08)
The report will open in a separate window as an Adobe Reader PDF document and can be printed using the Print icon on the toolbar.
System Module Functions

This section details the steps required to perform common functions in the System module of SES. The following screens are available in the System module and reviewed on the following pages: Classroom Maintenance Instructor Maintenance Non-Credit Course Maintenance Transferring Institution Maintenance Data Dumps Classroom Maintenance This section describes how to maintain classroom information using the Classroom Maintenance screen. The user can add a new classroom or edit information for an existing classroom. 1. From the treeview, select System > Classroom Maintenance.
2. Upon initial access of the Classroom Maintenance screen, the fields will be empty. Proceed to Step 3 to add a new classroom and/or Step 4 to modify an existing classroom.
The Campus Property Manager or Campus Dean should provide classroom data for this function. The classroom data is used to validate the room selected when building a schedule for a new term and for the Property Managements Room Utilization report. ALWAYS SEARCH FOR THE ROOM PRIOR TO ENTERING A NEW ROOM. See step 3b for instructions on Searching for a classroom.
To add a new classroom: a. Enter the information for the classroom, then click Save on the toolbar.
b. To enter additional classrooms, click New.
c. The fields will clear to allow for entry of the new classroom information, then repeat Step 3a.
3. To modify an existing classroom: a. Click the Search icon for the Classroom number field to open the Classroom Search screen.
b. The Classroom Search screen will open. Search for and select a classroom. The Classroom Maintenance screen will be automatically populated with the information for the selected classroom. This screen mirrors the functionality of other search screens in SES. Refer to the Student Search section of this document for detailed instructions.
c. Modify the necessary information, then click Save on the toolbar.
d. To modify additional classrooms, repeat Steps 4a 4c.
Instructor Maintenance This section describes how to maintain instructor information using the Instructor Maintenance screen. The user can add a new instructor or edit information for an existing instructor. ALWAYS SEARCH FOR AN INSTRUCTOR PRIOR TO ENTERING A NEW INSTRUCTOR. 1. From the treeview, select System > Instructor Maintenance.
2. Upon initial access of the Instructor Maintenance screen, the fields will be empty. Proceed to Step 3 to add a new instructor and/or Step 4 to modify an existing instructor.
NOTE: ALWAYS SEARCH FOR AN INSTRUCTOR (see page 40) USING THE SEARCH BUTTON ON THE SIDE OF THE PEOPLESOFT ID BEFORE ENTERING A NEW INSTRUCTOR. IF YOU DO NOT FIND THE INSTRUCTOR, PROCEED WITH ADDING A NEW INSTRUCTOR. IF YOU FIND THE INSTRUCTOR, GO TO #3, TO MODIFY AN EXISTING INSTRUCTOR.
To add a new instructor: a. Enter the information for the instructor, then click Save on the toolbar.
b. If the instructor is associated with more than one (1) campus, additional campuses can be added to the datagrid. Refer to the Datagrid Functionality section of this document for detailed instructions.
c. To enter additional instructors, click New.
d. The fields will clear to allow for entry of the new instructors information, then repeat Steps 3a and 3b.
3. To modify an existing instructor: a. Click the Search icon for the PeopleSoftID field to open the Instructor Search screen.
b. The Instructor Search screen will open. Search for and select an instructor. The Instructor Maintenance screen will be automatically populated with the information for the selected instructor. This screen mirrors the functionality of other search screens in SES. Refer to the Student Search section of this document for detailed instructions.
d. To modify additional instructors, repeat Steps 4a 4c.
Non-Credit Course Maintenance This section describes how to maintain non-credit course information using the Non-Credit Course Maintenance screen. The user can add a new non-credit course or edit information for an existing non-credit course. 1. From the treeview, select System > Non-Credit Course Maintenance.
2. Upon initial access of the Non-Credit Course Maintenance screen, the fields will be empty. Proceed to Step 3 to add a new non-credit course and/or Step 4 to modify an existing non-credit course.
3. To add a new non-credit course: a. Enter the information for the non-credit course, then click Save on the toolbar.
PLEASE NOTE: A. CABBRALL NON-CREDIT COURSE ABBREVIATIONS (CABBR) MUST START WITH THE LETTER Z. SES already has the letter Z coded for you so you only need to provide the remainder of the CABBR. B. Course Number the course number must be a 4-digit number. It can start with zeros. C. Course Description The course description is the Name of the Course D. Campus Select the appropriate campus E. CIP Code Select the appropriate CIP code that corresponds to the course F. Course Type Choose the type of course from the dropdown menu: i. Continuing Ed Courses that are designed as an upgrade in basic skills or are preparatory courses, such as Pre-GED classes ii. IWTP All non-credit Incumbent Workers courses iii. Leisure Learning Leisure type courses, such as Ballroom Dancing iv. Occupational Non-IWTP occupational training for business, industry, and the general public for work-related purposes v. Pathways All non-credit Pathways courses G. Non-credit Hours Enter the total number of CONTACT (Clock) Hours for each course H. Lab Fee lab fee is an optional field to be used only if a fee other than tuition is required for the course. I. Tuition Enter the amount of tuition charged for each student. If there is no tuition for the course, enter $0.00. J. Active? Select Yes to activate or No to inactivate the course
b. To enter additional non-credit courses, click New.
c. The fields will clear to allow for entry of the new non-credit course information, then repeat Step 3a.
4. To modify an existing non-credit course: a. Click the Search icon for the CABBR field to open the Non-Credit Course Search screen.
b. The Non-Credit Course Search screen will open. Search for and select a noncredit course. The Non-Credit Course Maintenance screen will be automatically populated with the information for the selected non-credit course. This screen mirrors the functionality of other search screens in SES. Refer to the Student Search section of this document for detailed instructions.
d. To modify additional non-credit courses, repeat Steps 4a 4c.
Transferring Institution Maintenance This section describes how to maintain transferring institution information using the Transferring Institution Maintenance screen. The user can add new transferring institutions, edit information for existing transferring institutions, or delete transferring institutions. 1. From the treeview, select System > Transferring Institution Maintenance.
2. Upon initial access of the Transferring Institution Maintenance screen, the fields will be disabled. The datagrid on this screen mirrors the functionality of other datagrids in SES. Refer to the Datagrid Functionality section of this document for detailed instructions. Check the Institution List grid to ensure the transferring institution is not already in the system before adding a new record.
Data Dumps This section describes how to use the Data Dumps screen. The user can run extracts to be exported to Excel. 1. From the treeview, select System > Data Dumps.
2. Select the extract to be performed from the Data Dump dropdown. The applicable filter fields will become enabled and required; the other(s) will remain disabled.
a. Select the appropriate campus from the dropdown list b. Select the term from the dropdown list for term Data Dumps or enter the Academic year as follows for annual reports: For annual reports, enter the beginning year requested as follows: 2006 for the 2006-07 academic year (Summer 06 thru Spring 07) c. 2007 for the 2007-08 academic year (Summer 07 thru Spring 08)
Click Run Data Dump to export the information to Excel.
NOTE: If the Academic Standing and Student Level List data dump is chosen, a pop-up screen will appear containing the filter information for the export. 3. Click Open to view the file in Excel, or click Save to select the path and file name for the extract.
Student Module Functions

This section details the steps required to perform common functions in the Student module of SES. The following screens are available in the Student module and reviewed on the following pages: Master Student Program Transfer Information Test Scores Perkins Data Employment Data Additional Admissions Data Student Program Exit Master This section describes how to maintain a students demographic data using the Master screen. This screen will allow the security authorized user to enter and edit student information. 1. From the treeview, select Student > Master.
2. Upon initial access of the Master screen, the fields will either be empty (if no student has been loaded into the system) or populated with the currently loaded students information. Proceed to Step 3 to add a new student and/or Step 4 to modify an existing student. ALWAYS DO A SEARCH BEFORE ENTERING A NEW STUDENT. Refer to the Student Search section of this document for detailed instructions.
REMINDER: A First time student is a student that NEVER attended ANY postsecondary college or university or any other LTC Campus or has attempted less than 12 credit hours.
To add a new student: a. If the fields are empty, enter the information for the student, then click Save on the toolbar. If the fields are populated with another students information, proceed to Step 3b. NOTE: If you do not have the students social security number then follow this format: use nnn000001, nnn000002 where nnn is your campus id. Once you receive the actual SSN, contact Mary DeVille to change it in the system. Comments cannot be added for a student until the record has been saved. To enter comments, begin typing in the Comments box, then click Save.
b. If STS data is needed for the student, select the Yes button for Need STS data? Do not enter any other information into this section until the STS process is completed. The STS process will be run weekly and the data found in the STS system will be imported into this section at that time.
To enter additional students, click New.
c. The fields will clear to allow for entry of the new students information, then repeat Step 3a.
3. To modify information for an existing student: a. Search for and select a student. Refer to the Student Search section of this document for detailed instructions. The Master screen will be automatically populated with the information for the selected student. b. Modify the necessary information, then click Save on the toolbar.
c. To modify additional students, repeat Steps 4a and 4b.
Student Program This section describes how to maintain a students program information using the Student Program screen. This screen will allow the security authorized user to enter and edit a students program-related information. 1. From the treeview, select Student > Student Program. NOTE: The user must have a student loaded in the system to view this screen. Use the Student Search screen to load a student or change the student that is currently loaded in the system. 2. Upon initial access of the Student Program screen, the fields will be disabled. The user can add, edit, and delete programs in the Program datagrid. The datagrid on this screen mirrors the functionality of other datagrids in SES. Refer to the Datagrid Functionality section of this document for detailed instructions.
Transfer Information This section describes how to maintain a students transfer information using the Transfer Information screen. This screen will allow the security authorized user to enter and edit a students transfer information by: Recording the transferring institution(s) for a student. Capturing individual course work transferred from another institution.
1. From the treeview, select Student > Transfer Information. NOTE: The user must have a student loaded in the system to view this screen. Use the Student Search screen to load a student or change the student that is currently loaded in the system. 2. Upon initial access of the Transfer Information screen, the fields will be disabled. The datagrids on this screen mirror the functionality of other datagrids in SES. Refer to the Datagrid Functionality section of this document for detailed instructions.
3. To relate the student to a transferring institution, click Add in the Student Transfer Data List datagrid to enable the fields in the Student Transfer Data groupbox.
4. Enter the necessary information, and click Save on the toolbar to populate the grid. NOTE: If the transferring institution is not in the dropdown list, add the institution on the Transferring Institution Maintenance screen in the System module.
5. Once the student has been related to a transferring institution, transfer or historical course work can be entered. Click Add in the Transfer Course List datagrid to enable the fields in the Transfer Courses groupbox to transfer a course.
6. Enter the necessary information, and click Save on the toolbar to populate the grid. NOTE: The Transferring Institution dropdown list in the Transfer Courses groupbox is populated based on the institution(s) related to the student in the Student Transfer Data List (Refer to Steps 3 and 4).
Test Scores This section describes how to use the Test Scores screen. This screen will allow the security authorized user to enter and edit a students test scores. 1. From the treeview, select Student > Test Scores. NOTE: The user must have a student loaded in the system to view this screen. Use the Student Search screen to load a student or change the student that is currently loaded in the system. 2. Upon initial access of the Test Scores screen, the fields for the datagrids will be disabled. If a student is exempt from test scores, click Yes for Exempt from test scores? and provide a reason. Otherwise, proceed to Step 3 to enter test score information. The datagrids on this screen mirror the functionality of other datagrids in SES. Refer to the Datagrid Functionality section of this document for detailed instructions.
3. Click Add in the appropriate datagrid to enable the fields for data entry.
4. Enter the necessary information, and click Save on the toolbar to populate the grid. Perkins Data This section describes how to use the Perkins Data screen. This screen will allow the security authorized user to record a students Perkins information. 1. From the treeview, select Student > Perkins Data. NOTE: The user must have a student loaded in the system to view this screen. Use the Student Search screen to load a student or change the student that is currently loaded in the system. 2. Answer the questions on screen, then click Save on the toolbar.
Employment Data This section describes how to use the Employment Data screen. This screen will allow the security authorized user to record a students employment information. 1. From the treeview, select Student > Employment Data. NOTE: The user must have a student loaded in the system to view this screen. Use the Student Search screen to load a student or change the student that is currently loaded in the system. 2. Enter the information for the student, then click Save on the toolbar.
Additional Admissions Data This section describes how to use the Additional Admissions Data screen. This screen will allow the security authorized user to record a students admission information, including immunizations and emergency contact information. 1. From the treeview, select Student > Additional Admissions Data. NOTE: The user must have a student loaded in the system to view this screen. Use the Student Search screen to load a student or change the student that is currently loaded in the system. 2. Enter the information for the student, then click Save on the toolbar.
Student Program Exit This section describes how to use the Student Program Exit screen. This screen will allow the security authorized user to enter a students program exit information. 1. From the treeview, select Student > Student Program Exit. NOTE: The user must have a student loaded in the system to view this screen. Use the Student Search screen to load a student or change the student that is currently loaded in the system. 2. Select the program from which the student is exiting from the Program exiting dropdown list and enter any other applicable information, then click Save on the toolbar.
Please follow these guidelines in using this EXIT screen:
When a degree-seeking student completes the program in which he enrolled then enter the PROGRAM EXIT DATE on the EXIT screen for that student. When a degree-seeking student exits with a credential which is different from the one in which he originally enrolled, enroll the student into the new credential (TCA or CTS) then EXIT the student from the new credential using the PROGRAM EXIT DATE on the EXIT screen. Make sure the enrolled date and exit date are at least one day apart. When a degree-seeking student withdraws from the college (leaves the campus with no intention of returning and did not complete any credential) then you enter the LAST DATE ATTENDED on the EXIT screen. If a student completes specialized training courses and DOES NOT receive a credential, do nothing on the EXIT SCREEN - the student is NOT WITHDRAWING OR COMPLETING CERTIFICATION FOR CREDENTIALS. If a student completes a non-credit course, do nothing -- the student is not withdrawing or completing certification for a credential.
Term Module Functions

This section details the steps required to perform common functions in the Term module of SES. The following screens are available in the Term module and reviewed on the following pages. Term Schedule Maintenance Student Registration Student Grade Maintenance Class Roster Batch Rosters Official Transcripts Term Schedule Maintenance This section describes how to use the Term Schedule Maintenance screen. This screen will allow the security authorized user to maintain the schedule of classes at a campus by term and course type. 1. From the treeview, select Term > Term Schedule Maintenance. 2. Select the Campus, Term, and Course type from the dropdown lists in the Term Filter groupbox.
3. The classes will populate in the Term Class Schedule datagrid. Classes can be added, edited, or deleted. The datagrid on this screen mirrors the functionality of other datagrids in SES. Refer to the Datagrid Functionality section of this document for detailed instructions.
To add a class, select the Add button; d. Select the CABBR and Course Number (Use the dropdown button) e. Enter the three-digit Section Number NOTE: For Distance/Electronic Learning classes, the first digit of the section number is to be designated by a letter as indicated below followed by a two-digit number that is in the 90s, with 91 used for section 1, 92 used for section 2, and so on. o Distance/Electronic Learning Designations: C = Compressed Video (Completely) Example: C91 V = Compressed Video (Hybrid/Blended) Example: V91 I = Internet (Completely) Example: I91 B = Internet (Hybrid/Blended) Example: B91 f. Select the Room Number (Use the dropdown button) To add a classroom number that does not appear in the dropdown box, see Classroom Maintenance under System Module Functions g. Select the Instructor (Use the dropdown button) To add an instructor whose name does not appear in the dropdown box, see Instructor Maintenance under System Module Functions h. Enter Start Date, End Date, Start Time, End Time, and Number of Weeks i. Lab Fee enter fee associated with the class, if any j. Select Meeting Days k. If applicable, comments may be entered. The comments field may be used if additional course meeting times are required. This field can also be used if the class is team taught. Add the additional instructors name here. l. Enter Max. students Maximum number of students that can be enrolled m. Enrolled the number of students currently enrolled will display automatically
4. To print the Campus Term Schedule report, click Print Schedule.
5. The report will open in a separate window as an Adobe Reader PDF document and can be printed using the Print icon on the toolbar.
Student Registration This section describes how to use the Student Registration screen. This screen will allow the security authorized user to register a student for classes or withdraw a student from a class. Registering a Student To register a student: 1. Click the Student Search icon on the toolbar to search for and select a student. Refer to the Student Search section of this document for detailed instructions. 2. From the treeview, select Term > Student Registration. The Student Registration screen will be populated with the information for the selected student. 3. Select the Campus, Term, and Course type from the dropdown lists in the Student / Campus / Term groupbox.
5. The remainder of the fields for the datagrids will be disabled. Classes can be added, edited, or deleted from the Schedule datagrid. The datagrid on this screen mirrors the functionality of other datagrids in SES. Refer to the Datagrid Functionality section of this document for detailed instructions. 6. Click Add in the Schedule datagrid to enable the fields to select a Course and a Class. The Registration date will default to the current date.
7. Then click Save on the toolbar to populate the grid. 8. Repeat Steps 6 and 7 until the desired schedule has been created. 9. To preview the Student Schedule report, click Print Schedule. 10. The report will open in a separate window as an Adobe Reader PDF document and can be printed using the Print icon on the toolbar.
Withdrawing a Student from a Class To withdraw or drop a student from a class: 1. Click the Student Search icon on the toolbar to search for and select a student. Refer to the Student Search section of this document for detailed instructions. 2. From the treeview, select Term > Student Registration. The Student Registration screen will be populated with the information for the selected student. 3. Select the Campus, Term, and Course type from the dropdown lists in the Student / Campus / Term groupbox to pull up the students schedule.
4. In the Schedule datagrid, click View on the row of the class from which the student is withdrawing. The class information will then populate in the fields above the datagrid and the Edit feature will become available. 5. Click Edit to enable the fields.
6. Enter the Withdraw date, then click Save on the toolbar.
Note: A withdrawal automatically assigns a grade of X prior to the 14th day of the semester (7th day for summer term) and a W after the 14th day of the semester (7th day for summer term).
Student Grade Maintenance This section describes how to use the Student Grade Maintenance screen. This screen will allow the security authorized user to enter grades for a class. 1. From the treeview, select Term > Student Grade Maintenance. 2. Select the Campus, Term, and Class from the dropdown lists.
3. The students enrolled in the selected class will populate in the Registered Students datagrid. Enter the Grade for the first student, then tab to enter the Absences. Click tab again to enter the grade and absences for the next student, and so on.
4. Once all grades for the class have been entered in the datagrid, click Save on the toolbar. 5. To enter grades for another class, select another class from the Class dropdown list and repeat Steps 3 and 4.
Class Roster This section describes how to use the Class Roster screen. This screen will allow the security authorized user to view and print class rosters for existing classes. 1. From the treeview, select Term > Class Roster. 2. Select the Campus, Term, and Class from the dropdown lists in the Filter groupbox.
3. The data for the selected class will populate in the fields and grid. The user may view the roster on the screen, or click Print to open the Class Roster report.
Batch Rosters This section describes how to use the Batch Rosters screen. This screen will allow the security authorized user to view and print batch rosters for existing campuses and terms. 1. From the treeview, select Term > Batch Rosters. 2. Select the Campus and Term from the dropdown lists.
3. Click the appropriate button to open the corresponding report. 4. The report will open in a separate window as an Adobe Reader PDF document and can be printed using the Print icon on the toolbar.
Official Transcripts This section describes how to use the Official Transcripts screen. This screen will allow the security authorized user to request, view, and print official transcripts for students. 1. From the treeview, select Term > Official Transcripts. 2. Upon initial access of the Official Transcripts screen, the fields will be disabled. Click Add in the datagrid to open the Student Search screen to request a transcript.
3. Search for and select a student. Refer to the Student Search section of this document for detailed instructions on how to use the Student Search screen.
4. Enter the necessary information, then click Save on the toolbar. The datagrid on this screen mirrors the functionality of other datagrids in SES. Refer to the Datagrid Functionality section of this document for detailed instructions.
5. Once all transcript requests are entered, click Print to open the Official Transcript report.
Tuition Module Functions

This section details the steps required to perform common functions in the Tuition module of SES. The following screens are available in the Tuition module and reviewed on the following pages. Student Tuition Financial Aid Student Tuition Fiscal Summary Student Tuition Financial Aid This section describes how to use the Student Tuition Financial Aid screen. This screen will allow the security authorized user to view student tuition and fees and apply exemptions, deferments, and financial aid. 1. From the treeview, select Tuition > Student Tuition Financial Aid. 2. Select the term from the Term dropdown list.
3. Set the fees for the student. Some fees are required and will be automatically charged to the student, while other fees are optional. NOTE: The fees for a student may be set on either the Student Tuition Financial Aid or the Student Tuition screen. a. Click Set Fee to apply the fee. NOTE: If a fee requires additional information for calculation, the user will be prompted to enter additional information. Click Update to apply the fee. b. Click Remove to remove the fee.
4. Enter any exemption and deferment information, then click Save on the toolbar to update the calculations on the screen.
5. Click Add in the datagrid to enter the students financial aid information. The fields below the datagrid will be enabled for entry. The datagrid on this screen mirrors the functionality of other datagrids in SES. Refer to the Datagrid Functionality section of this document for detailed instructions.
6. To open the Promissory Note report, click View Promissory Note.
8.
Registrations (student schedules) will be deleted for any students with Active? set to No when the Purge function is performed.
9. Proceed to the Student Tuition screen to apply any other payments.
Student Tuition This section describes how to use the Student Tuition screen. This screen will allow the security authorized user to view student tuition and fees and apply payments. 1. From the treeview, select Tuition > Student Tuition. 2. Select the term from the Term dropdown list.
3. Set the fees for the student. Some fees are required and will be automatically charged to the student, while other fees are optional. NOTE: The fees for a student may be set on either the Student Tuition Financial Aid or the Student Tuition screen. a. Click Set Fee to apply the fee. NOTE: If a fee requires additional information for calculation, the user will be prompted to enter additional information. Click Update to apply the fee. b. Click Remove to remove the fee.
4. Click Add in the datagrid to enter the students payment information. The payment fields will be enabled for entry. The datagrid on this screen mirrors the functionality of other datagrids in SES. Refer to the Datagrid Functionality section of this document for detailed instructions.
5. Once a student has paid the total bill (Amount Due is zero) or all financial aid sources have been identified that will pay for the student, select the ACTIVE button. Registrations (student schedules) will be deleted for any students with Active? set to No when the Purge function is performed. The PURGE function will be performed at the end of the 13th day for Fall and Spring semesters and the 6th day for the summer term. A list of potential students to be purged will be sent to the campuses prior to the actual purge. 6. To open the Tuition and Fee Receipt report, click Print Receipt.
Fiscal Summary This section describes how to view fiscal reports using the Fiscal Summary screen. This screen will allow the security authorized user to view a report as a PDF document or open a report in Excel. 1. From the treeview, select Tuition > Fiscal Summary. 2. Select the Campus and Term from the dropdown lists. Proceed to Step 3 to view a fiscal report as a PDF document and/or Step 4 to open a fiscal report in Excel.
3. To view a fiscal report: a. Click the appropriate button under Reports.
b. The report will open in a separate window as an Adobe Reader PDF document and can be printed using the Print icon on the toolbar.
4. To open a fiscal report in Excel: a. Click the appropriate button under Excel.
b. Click Open to view the file in Excel, or click Save to select the path and file name for the extract.

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Louisiana Technical College

User Guide for Student Enrollment System

Ver. 1.0 Ver. 1.0 Ver. 1.0 Ver. 1.0

Ver. 2.0 Ver. 2.0 Ver. 2.0 Ver. 2.0

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System Navigation / General System Functions

Field Name Username Password Login Close

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The following screenshot provides examples of the field functionality:

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Matches any part of text

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2. Click Edit to enable the fields for editing.

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System Module Functions

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