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Archive for the 'SIS' Category

Using SIS more efficiently

I was talking to a few people the other day and the subject of opening a new window in SIS was mentioned. Several people in the group had not known about the New Window feature, so I thought I’d write a quick post about it.

SIS Navigation Header with Add to Favorites and New Window highlighted.

Basically the New Window link opens a new browser window, or child window. This feature allows you to perform a task and look up information (in the new window) without leaving the original page on which you are working. It’s a good idea to save any changes in your current window before you open a new window, and its best not to have more than two windows open at once.

Another great feature in SIS is the Add to Favorites link which allows you to add your most frequently used SIS pages to the Favorites menu. This works similar to standard browser favorites or bookmarks. You can add a favorite in SIS from a search page or a data page. Once the pages are added, you no longer have to navigate through the complete menu, but instead can access and edit these pages from the Favorites menu. Note that when you use the Favorites menu to access a Favorited page, it will always take you to the search page for that particular SIS component, not the data page.

How to get access to SIS

After teaching the SIS Basics class, I often have people email me and ask, “How do I get access to SIS now?” Here are the steps to take to be granted access to the system.  I’m going to assume you have an IU username and passphrase already established.

  1. Complete the Acceptable Use Agreement form in One.IU. You will also need to complete the FERPA Tutorial, if you haven’t done so already. Access will not be granted to any system containing student data until both of these are completed.
  2. Work with your supervisor to request access through the Access Coordinator in your department. The Access Coordinator will complete the necessary online forms to grant you access to the system.  If you don’t know who the Access Coordinator is for your department, use the Lookup Access Coordinator tool to find out.
  3. Request access to DUO. DUO provides two-factor authentication for secure systems at IU which adds a second layer of security to online accounts.  DUO authentication can be done using mobile devices, telephones or dedicated hardware tokens.

For more information on this process, see the following articles:

Access Request Information:  https://usss.iu.edu/student-data-mgt/access-request.html

What is DUO, and how does it work?  https://kb.iu.edu/d/beum

How do supervisors and Data Mangers establish access to institutional data and applications for individuals? https://kb.iu.edu/d/bfwe

AdRx Quick Notes

We talked briefly about Advising Records (AdRx) a few months ago. If you haven’t seen that post, you can find it here. A new feature has recently been added to the Advising Notes in AdRx. It’s called a “Quick Note.” Quick Notes can be created and then inserted into any Advising Note on a student’s record. Quick Notes are general comments that are helpful when documenting your conversations with students in AdRx. To see more information, you can find the job aid here.

New Quick Note

Term Codes in SIS

Many of us use Term Codes in SIS every day, but if you are new to using SIS, you may not know that each of the 4 digits in the Term code actually refer to something.

An example of a Term Code is 4152. Let’s break it down by digit.

  • The first digit refers to the century and 4 is equal to the years 2000 to 2099.
  • The second and third digits refer to the year. In this example the year is 2015.
  • The fourth digit refers to the Term where 2 is equal to spring, 5 is equal to summer and 8 is equal to fall.

Based on this information, the Term code 4152 is equal to Spring of 2015.

For a job aid with more examples, click here.

Accessing SIS Training Resources through One.IU

Have you used the SIS Training Resources site? Have you used One.IU? Have you used them together yet? It’s simple.

Go to: one.iu.edu.

Search on SIS Training, then click the SIS Training icon.

sis training icon in one

You will be taken directly to the SIS Training Resources site which includes step-by-step job aids, videos and tutorials.

 

Class Schedules

When you view your class schedule from the Student Center, there are several different options. You can view the default weekly schedule or you can click the Class Schedule Details link to view your classes in a list format. You also have the option to only view classes for certain days of the week or certain weeks of the month, but did you know that it is also possible to view a list of academic calendar deadlines such as the Drop calendar and the Cancel and Withdrawal calendar? To do this, go to the Student Center and click the calendar icon next to a class session.

Weekly schedule pic2

This will open a window which lists the Academic Calendar Deadlines.

 

 

Advising Records (AdRx)

Are you using AdRx yet? The Advising Records system (AdRx) was designed to promote more efficient faculty and professional advising for all students on the IU campuses. AdRx allows you to access all advising resources in one place where you can edit profile information, change listed resources, view action items, and view a list of the students you advise. If you are using AdRx, be sure to review the videos, job aids, report information and tutorials here. There is also information on what’s new in AdRx.

Saving Search Criteria

In any component in the SIS you can save common search criteria, give them names, and reuse them anytime you enter that component. Saved Search is different from setting defaults in that you can have multiple saved searches. Component search pages are by default set to Advanced Search. At the bottom of the search page is a button for Basic Search and a button for Save Search Criteria. Enter the fields you want to save and click Save Search Criteria. For example: If you assign class permissions for both undergraduate and graduate students, you might enter the Institution, Term and Undergraduate for the Career, click Save Search Criteria. When prompted, enter a name for the search and click Save. Then click Return to Advanced Search. Do this again for Graduate. You now have two saved searched for Class Permissions. Whenever you enter this component again, click the dropdown arrow beside Use Saved Search and select the search criteria you want to use.

 

You can use different criteria in different components. There is no limit to how many named searches you save in any given component.

 

SIS Glossary

Are you a new IU staff member who is also new to using the Student Information System (SIS)?  Are you trying to find more information about what certain terms in SIS mean?  If so, click here to see the SIS Glossary of terms and definitions.  Don’t forget to use the alphabet at the top of the page. Click on the first letter of the term you are searching for and this will move you directly to that particular section of the glossary.

Accessing Your Student’s Information if You are a Third Party User

We have recently posted information on how to create a third party user account for your parent or guardian. Once that account has been created and you have shared the username and password with that person, they can log in and view your student information. If they are not sure how the process works, consider sharing this video tutorial that explains how a third-party user can access your information in OneStart.

Also, if your third-party user forgets the third-party access password you created, you can reset it by updating that person’s third-party access account. In the same manner, you also can edit the list of items that person is allowed to access.

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