The Student Management System (SMS) is used
to administer and manage student-related
business functions for the Washington State
community and technical colleges
 SMS provides data requirements for state and
federal reporting
 SMS was designed by Washington State community
and technical college SMS users to meet their
business needs
 SMS has been modified by Washington State
community and technical college SMS users to meet
their changing business needs
 SMS is an online, integrated system of modules and
functions
 SMS is based on tables of standard codes used by all
the modules and functions in the application
 SMS also has many tables that are college defined
which allows colleges to customize it to fit their own
requirements
 Many SMS functions are cyclic in nature
 SMS users process data for future quarters, the
current quarter and past quarters
 Typical SMS users are college staff from
admissions, registration, student records,
instruction, and advising
 College staff from other campus offices access SMS
data and screens such as testing, financial aid,
cashiering, and business office
SMS modules and functions
 Course Management
 Admissions and Student Biographic
 Registration
 Program Enrollment
 Grades and Records
 Student Progress
 State and Federal Reporting
 Web Functions
 Optional Third Party Software
 Schedule25/25E/Resource25 – room and event
scheduling software
 SMS Extracts for other third party software
 Endeavor – library system software
 ID Card Software
Course Management
 Catalog
 Course Coding
 Course Requirement Table
 Schedule Construction
 Class Schedule
 Desktop Publishing
 Requisite Checking
 Virtual Campus Catalog and
Schedule
Catalog
 Contains course information that is static in nature
 Optional, except required for Degree Audit
 Catalog data can be used with schedule construction
and quarterly class
Screens, datasets and files updated:
SCREENS
TITLE
DATASETS/FILES
DATABASE
CM3001
Course Catalog
COURSE-D
SM
COURSE-TITLE2-D
SM
COURSE-ASSGN-D
SM
CM3002
Course Description
COURSE-DESC-D
SM
CM3003
Department Division Codes
DEPT-DIV-M
SM
CM3004
Course Description 2
COURSE-DESC2-D
SM
CM3005
Course Description Upload
CM3005S.Run
CM3006
Course Features –
Schedule25
Course Partitions –
Schedule25
COURSE-FEAT-D
SM
COURSE-PARTN-D
SM
CM3007
Code Tables:
IS1007 – Administrative Unit Codes (college defined, ADMIN-UNITM, ADMIN-UNIT-D, SM)
IS1008 – Footnote Codes Table (college defined, FOOTNOTE-M, SM)
IS1010 - Institutional Intent Codes (system defined, INSTIT-INT-M,
TBL3)
IS1011 – Funding Source codes (system defined, FND-SRC-M, TBL3)
IS1013 – Section Status Codes (system defined, SECT-STAT-M,
TBL3)
SM5020 – College quarterly Information (college defined, YRQ-M,
SM)
SM5012 - Fee Pay Status Codes (system defined, FEE-PAY-STAT-M,
TBL3)
BM1001 - Fee Code Table (college defined, FEE-CD-TBL-M, FEE-CDTBL-D, TBL1)
Course Coding – an automated process to submit course
coding data to the Table 3 database for new courses or course
coding changes for existing courses.
 Data is entered on the Submitted Courses screen SM5014
 Course Coding data is stored in the COURSE-INVEN-M
dataset on TBL3
 Course Submittal Extract job (SR2214J) is scheduled once a
quarter to submit course coding data to Table 3
 SR2214J disables Submitted Courses screen
 The Table 3 implementation re-enables Submitted Courses
screen
 Any course coding corrections are loaded with the TBL3
Implementation
Submitted File, SR2214S.DATA contains:
COL-CODE
EDUC-PRG-CD
CR
COL-NAME
FIRST-APPROVE
CLOCK-HOURS
COURSE-ID
LAST-APPROVE
CONTACT-HRLEC
ACAD-DISADIND
WORK-BASEIND
CONTACT-HRLAB
CIP
REC-CD
CONTACT-HRCLIN
LIM-ENGL-IND
COURSE-TITLE
CONTACT-HROTHR
RVSN-DATE
INSTIT-INTENT
CONTACT-HRSYS
Course Requirement Table
 Previously used by technical colleges (when using clock
hours) to grade individual subject areas taught in a
vocational preparatory course
 Entered on Course Requirement screen, CM3010
 Stored in COURSE-REQR-D in SM database
 No longer used but appear on transcripts of students
who attended prior to conversion to credits
Schedule Construction
 Used to build and maintain class records prior to
moving to quarterly class schedule
 Schedule construction records can be created through a
batch job
 Schedule construction records can be copied from
course catalog, previous quarter or both
 Optional
Screens, datasets and files updated:
SCREENS
TITLE
DATASETS
DATABASE
IS1019
Schedule Construction Options
CONSTR-OPT-M
TBL4
IS1018
Course Construction
CONSTR-D
SM
COURSE-CONSTR-D
SM
COURSE-ASSGN-D
SM
CONSTR-D
SM
COURSE-CONSTR-D
SM
COURSE-ASSGN-D
SM
IS1004
Class Construction
IS1005
Construction Room/Instructor
CONSTR-ROOM-D
SM
IS1006
Construction Clusters
CONSTR-CLUSTER-M
SM
IS1027
Construction Features
CONSTR-FEAT-D
SM
IS1028
Construction Partitions
CONSTR-PARTN-D
SM
IS1031
Construction Room/Instructor
Features
CONSTR-RM-FEAT-D
SM
IS1032
Construction Room/Instructor
Partitions
CONSTR-RM-PARTN-D
SM
Code Tables
IS1007 – Administrative Unit Codes (college defined, ADMIN-UNIT-M, ADMIN-UNIT-D, SM)
IS1008 – Footnote Codes (college defined, FOOTNOTE-M, SM)
IS1009 – Employment status Codes (system defined, EMPL-STAT-M, TBL3)
IS1010 - Institutional Intent Codes (system defined, INSTIT-INT-M, TBL3)
IS1011 – Funding Source codes (system defined, FND-SRC-M, TBL3)
IS1012 – Time/Location Codes (system defined, TIME-LOC-M, TBL3)
IS1013 – Section Status Codes (system defined, SECT-STAT-M, TBL3)
IS1014 – Days of the Week (system defined, DAY-D, TBL3)
IS2002 – Advisor/Instructor (college defined, ADV-D, SM)
SM5020 – College quarterly Information (college defined, YRQ-M, SM)
SM5012 - Fee Pay Status Codes (system defined, FEE-PAY-STAT-M, TBL3)
BM1001 - Fee Code Table (college defined, FEE-CD-TBL-M, FEE-CD-TBL-D, TBL1)
Class Schedule
 Active information about a quarterly class
 Used for registration, rosters, grading, payroll and
MIS reporting
Class Schedule Screens, datasets and files updated or accessed:
Screens
Title
Datasets/Files
Database
IS1001
Course Schedule
CLASS-D
SM
COURSE-CLASS-D
SM
COURSE-ASSGN-D
SM
IS1001S.DATA
IS1002
Class Schedule
CLASS-D
SM
COURSE-CLASS-D
SM
IS1001S.DATA
IS1003
Class Clusters
CLASS-CLUSTER-M
SM
IS1015
Alternate Room/Instructor
INSTR-ROOM-D
SM
IS1016
Schedule Information
Accesses CLASS-D
SM
CLASS-CLUSTER-M
SM
INSTR-ROOM-D
SM
Class Schedule Screens, datasets and files updated or accessed:
Screens
Title
Datasets/Files
Database
IS1017
MIS2 Verification
Accesses CLASS-D
SM
INSTR-ROOM-D
SM
COURSE-ASSGN-D
SM
IS1020
Instructor Matrix
CLASS-D
SM
IS1021
Class Report Group
CLASS-RPT-GRP-D
SM
IS1022
Course Entry Code
COURSE-ENTR-M
SM
COURSE-ENTR-D
SM
CM5030
Special Funding Source
SPCL-FND-SRC-M
TBL4
IS1023
Class Features
CLASS-FEAT-D
SM
IS1024
Class Partitions
CLASS-PARTN-D
SM
IS1025
Alternate Room/Instructor
Features
INSTR-RM-FEAT-D
SM
IS1026
Alternate Room/Instructor
Partitions
INSTR-RM-PARTN-D
SM
Code Tables
IS1007 – Administrative Unit Codes (college defined, ADMIN-UNIT-M, ADMIN-UNIT-D, SM)
IS1008 – Footnote Codes (college defined, FOOTNOTE-M, SM)
IS1009 – Employment status Codes (system defined, EMPL-STAT-M, TBL3)
IS1010 - Institutional Intent Codes (system defined, INSTIT-INT-M, TBL3)
IS1011 – Funding Source codes (system defined, FND-SRC-M, TBL3)
IS1012 – Time/Location Codes (system defined, TIME-LOC-M, TBL3)
IS1013 – Section Status Codes (system defined, SECT-STAT-M, TBL3)
IS1014 – Days of the Week (system defined, DAY-D, TBL3)
IS2002 – Advisor/Instructor (college defined, ADV-D, SM)
SM5020 – College quarterly Information (college defined, YRQ-M, SM)
SM5012 - Fee Pay Status Codes (system defined, FEE-PAY-STAT-M, TBL3)
BM1001 - Fee Code Table (college defined, FEE-CD-TBL-M, FEE-CD-TBL-D, TBL1)
 Desktop Publishing
 Used to select and download catalog or quarterly
class information to be used with Ventura or
PageMaker desktop publishing software
 Six job groups to select catalog or quarterly class
data to extract
 Desktop batch job group creates file,
Punnnnnn.RUN (combination of “PU” and the 6
digit job group transaction number)
 Desktop File Download screen, IS1030 is used to
download the file
Requisite Checking
 Used to establish the requirements necessary to register
for a class
 Requirements include prerequisite courses, test scores,
cumulative credits and GPA
 Requisites are checked when the student registers using
in-line, web or batch registration
 Option to check requisites when student builds a
schedule in the web Schedule Planner
Requisite screens and datasets updated:
Screen
Title
Dataset
Database
CM4001
Course Requisite
COURSE-D
SM
CM4002
Requisite Sets
RQSIT-SET-D
SM
CM4003
Requisite groups
RQSIT-GRP-D
SM
RQSIT-D
SM
RQSIT-D
SM
RQSIT-SET-D
SM
RQSIT-GRP-D
SM
RQSIT-D
SM
RQSIT-GRP-D
SM
RQSIT-D
SM
RQSIT-GRP-D
SM
RQSIT-D
SM
RQSIT-GRP-D
SM
CM4004
CM4005
CM4006
CM4007
Requisites
Requisite courses
Course Requisite Profiles
Test Requisites
Screen
Title
Datasets
Database
CM4008
Course Set Requisites
RQSIT-D
SM
RQSIT-GRP-D
SM
CRS-SET-M
SM
CRS-SET-D
SM
RQSIT-D
SM
RQSIT-GRP-D
SM
RQSIT-D
SM
RQSIT-GRP-D
SM
RQSIT-D
SM
RQSIT-SET-D
SM
RQSIT-GRP-D
SM
RQSIT-D
SM
CRS-SET-M
SM
CRS-SET-D
SM
RQSIT-D
SM
CRS-SET-M
SM
CRS-SET-D
SM
CM4009
CM4010
CM4011
CM4012
CM4013
GPA Requisites
Credit Level Requisites
Requisite Copy Options
Course Set Master
Course Set Detail
Virtual Campus Catalog and Schedule
 Used to submit college courses and quarterly
classes used in the Virtual Campus searchable
course catalog and quarterly class schedule
Virtual Campus Screens, datasets and files updated or accessed:
Screen
Title
CM3008
Update Virtual Campus
Catalog
Datasets
Database
Accesses COURSE-D
SM
COURSE-DESC-D
SM
COURSE-DESC2-D
SM
COURSE-TITLE2-D
SM
CM3008S
IS1037
Schedule WAOL Classes
Accesses CLASS-D
SM
IS1037S
IS1038
Schedule WAOL and College
Classes
Accesses CLASS-D
IS1038S
SM
Typical course management process flow:
 Catalog records built
 Course coding info
 Requisite checking
 Schedule construction
 Quarterly classes built
 Desktop publishing
Admissions and Student Biographic
 Admissions Module
 Student Biographic
 Test Scores
 SID Assignment
Admissions Module
 Used for tracking the progress of prospective
students or students from their first point of contact
with the college to their initial enrollment in classes
 Optional
Admissions Module screens, datasets and files updated or accessed:
Screens
Title
Dataset/File
Database
SD1013
Admissions Download
SD5131S1.RUN
SD5020
Admissions Progress
Codes
ADM-PROGRESS-M
ADM
SD5021
Student Activity Codes
STU-ACTV-M
ADM
SD5022
College Document Codes
COL-DOC-M
ADM
SD5023
Contact Origin Codes
CONTACT-ORIG-M
ADM
SD5024
Student Interest Codes
STU-INTEREST-M
ADM
SD5025
Optional Admissions Field
Table 1
OPT-ADM1-M
ADM
SD5026
Optional Admissions Field
Table 2
OPT-ADM2-M
ADM
SD5027
Optional Admissions field
Table 3
OPT-ADM3-M
ADM
Screens
Title
Dataset/File
Database
SD5027
Optional Admissions field
Table 3
OPT-ADM3-M
ADM
SD5028
Progress/Activity
Relationship Table
ACTV-RELATE-D
ADM
SD5029
Progress/Document
Relationship Table
DOC-RELATE-D
ADM
SD5030
Initial Entry
ADM-STU-D
ADM
ADM-CONTACT-D
ADM
ADM-INTEREST-D
ADM
ADM-XREF-ID-D
ADM
ADM-STU-D
ADM
ADM-CONTACT-D
ADM
ADM-INTEREST-D
ADM
ADM-XREF-ID-D
ADM
SID-SSN-XREF-D
SM
CENTRAL-SID-D
CA
SD5031
Information Entry
Screens
Title
Dataset/File
Database
SD5035
Activity Tracking
ADM-STU-ACTV-D
ADM
ADM-REQR-D
ADM
ADM-DOC-D
ADM
ADM-ADDTNL-DOC-D
ADM
ADM-STU-ACTV-D
ADM
ADM-HIST-D
ADM
SD5036
SD5037
Document Tracking
Activity Tracking Roster
SD5038
Download Configuration
FILE-TEMPL-D
ADM
SD5039
Admissions Group Codes
Table
ADM-GRP-M
ADM
SD5040
Duplicate Name List
Accesses ADM-STU-D
ADM
ADM-XREF-ID-D
ADM
STU-D
SM
Code Tables
SM5020 - College Quarterly Information (college defined, YRQ-M, SM)
SM2003 – Time Preference (system defined, TIME-PREF-M. TBL3)
SM5006 – College Educational Program (college defined,
IS2002 – Advisor/Instructor (college defined, ADV-D, SM)
ZX0020 – Zip Code Table (college defined, ZIP-TBL-M, TBL2)
SM5007- Ethnic Origin Codes (system defined, ETH-ORG-M, TBL3)
SM5022 – Citizenship Status (system defined, CITZ-STAT-M, TBL3)
SM5011 – Residency Status (system defined, RES-STAT-M, TBL3)
SM5012 – Fee Paying Status (system defined, FEE-PAY-STAT-M, TBL3)
SM5013 – High School Codes (system defined, HI-SCHL-M, TBL3)
SM5014 – College Codes (system defined, COL-CD-M, TBL3)
SM5008 – Veteran Benefit Codes (college defined, VET-BENE-M, TBL4)
SM5009 – Student Type Codes – college defined, STU-TYP-M, SM)
(system defined, RACE-TBL-M, TBL3)
(system defined, HISP-TBL-M, TBL3)
Student Biographic
 Used to create and maintain student biographic
information
 Used to create and maintain information about the
student while attending the college
Student Biographic screens, datasets and files updated or accessed:
Screens
Title
Datasets/Files
Database
SM2001
Admissions
STU-D
SM
STU-M
SM
PREV-NAME-D
SM
SID-SSN-XREF-D
SM
CENTRAL-SID-D
CA
SM4002S.DATA
SM4002
Registration/Admissions
STU-D
SM
STU-M
SM
PREV-NAME-D
SM
STU-EMERG-D
SM
SID-SSN-XREF-D
SM
CENTRAL-SID-D
CA
SM4002S.DATA
Screens
Title
Datasets/Files
Database
SM4015
Student Quarter Comments
STU-COMMENT-D
SM
SM4016
Student Previous Name
PREV-NAME-D
SM
SM5001
Student Records
STU-D
SM
STU-M
SM
PREV-NAME-D
SM
STU-EMERG-D
SM
SID-SSN-XREF-D
SM
STU-OPT-D
SM
CENTRAL-SID-D
CA
SM4002D.DATA
Screens
Title
Datasets/Files
Database
SM5002
Student Verification
Accesses STU-M
SM
STU-D
SM
UNUSUAL-ACTN-D
SM
STU-YRQ-M
SM
EDUC-PRG-M
SM
TRAN-DEGREE-D
TRAN
SM5003
Student Unusual Action
UNUSUAL-ACTN-D
SM5005
Degree Information
Accesses TRAN-DEGREE-D
SM5015
SM5016
Student Search
Alternate Address
SM
TRAN
TRAN-STU-D
TRAN
Accesses STU-D
SM
PREV-NAME-D
SM
OLD-SID-D
SM
SID-SSN-XREF-D
SM
ALT-ADDR-M
SM
Screens
Title
Datasets/Files
SM5023
SID Updates
SM5023S.DATA
SM5026
Student Outcomes
STU-D
SM
SM5027
Student Pin
STU-PIN-D
SM
SM5033
Maintain Student SSN
SID-SSN-XREF-D
SM
TRAN-STU-D
TRAN
ADM-STU-D
ADM
TRNSFR-EVAL-M
TRNSFR
STU-HIST-M
HIST
CENTRAL-SID-D
SM5034
Lookup Student SID
Database
CA
Accesses STU-D
SM
SID-SSN-XREF-D
SM
ADM-STU-D
ADM
TRAN-STU-D
TRAN
TRNSFR-EVAL-M
TRNSFR
STU-HIST-M
HIST
EMP-M
EMP
STD-MAS
SAFER
Code Tables
SM5004 – Punitive Action Codes (system-defined, PUN-ACTN-M, TBL3)
SM5008 – College Educational Program (college-defined, EDUC-PRG-M, SM)
SM5009 – Student Type Codes (college defined, STU-TYP-M, SM)
SM5010 – Student Intent Codes (system defined, STU-INT-M, TBL3)
SM5011 – Residency Status Codes (system defined, RES-STAT-M, TBL3)
SM5012 – Fee Paying Status Codes (system defined, FEE-PAY-STAT-M, TBL3)
SM5013 – High School Codes (system defined, HI-SCHL-M, TBL3)
SM5014 – College Codes (system defined, COL-CD-M, TBL3)
SM5019 – College Information (college defined, COL-INFO-M, TBL4)
SM5020 – College quarterly Information (college defined, YRQ-M, SM)
SM5021 – Unusual Action Codes (college defined, UNUSUAL-CD-M, SM)
SM5022 – Citizenship Status (system defined, CITZ-STAT-M, TBL3)
SM5025 – College Parameter Table (college defined, COL-PARM-M, TBL4)
SM5028 – High School District Codes (system defined, HI-SCHL-DST-M, TBL3)
IS2002 – Advisor/Instructor (college defined, ADV-D, SM)
SM2003, Time Preference Codes (system defined, TIME-PREF-M, TBL3)
(system defined, RACE-TBL-M, TBL3)
(system defined, HISP-TBL-M, TBL3)
(system defined, FAM-STAT-M TBL3)
(system defined, PLAN-ATTND-M, TBL3)
(system defined, WORK-ATTND-M, TBL3)
(system defined, PRIOR-EDUC-M, TBL3)
Test Scores
 Upload and manually enter test scores and other data




from third party PC software into SMS
Coordinates of the data file produced by the third party
PC software entered into template
Template is uploaded into one of two files on HP3000
Data file from third party PC software is uploaded to the
HP3000
Batch job posts the test data from the coordinates
entered into the template to student record
Test Score screens, datasets and files updated or accessed:
Screens
Title
Dataset/Files
SD1008
Test/Profile Template
Download
SD1008.EXC (DOS application)
SD1005
Test Score/Profile
Coordinate File1
SD1005S.DATA
SD1006
Test Score/Profile
Coordinate File2
SD1006S.DATA
SD1004
PC Test Score/Profile Data
Upload
SD1004S.DATA
SD1002
Test Score
TEST-SCORE-D
Database
SM
SD1002S.DATA
SD1003
SD5014
Test Score Evaluation
Student Profile Update
Screen
TEST-EVAL-M
TBL4
TEST-EVAL-D
TBL4
STU-PROFILE-D
SM
SID Assignment – to avoid duplication of student records
in multiple databases, SM, ADM, TRNSFR, TRAN,
HIST, or EMP
 CENTRAL-SID-D in CA database checked if student





provides SSN
If match found, SID associated with SSN is assigned to
the new record
If SSN does not exist in CENTRAL-SID-D, new SID is
assigned
If student does not provide SSN, new SID is assigned
Each college assigned a range of SIDs – stored in SIDRANGE-D in TBL3 database
Colleges can reserve groups of SID’s from their assigned
range for special student populations or situations
SID Assignment datasets:
SID-SSN-XREF-D – contains the student’s SSN if provided
OLD-SID-D – contains the SID assigned to the student prior to the conversion
and their new SID
SID-ASSGN-D – 3500 unassigned SIDs available for assignment to new
student records. Job SM5226J adds more SIDs.
SID-RESRV-D – reserved SIDs.
SID-CNTRL-D – the last SID added by the last run of SM5226J.
Typical method for creating a student record
 Student submits application through web admissions




and the data is loaded into the ADM-STU-D in ADM,
STU-D in SM or both
Student’s data is manually added using a biographic
screen into ADM-STU-D in ADM, STU-D in SM or both
Student’s biographic data is manually added using the
Registration screen (SM700A) creating a STU-D record in
SM
Student’s biographic data is manually added using
Program Enrollment screen (SM3001) creating a STU-D
record in SM
Student’s biographic data is entered into ADM-STU-D in
ADM via an upload file
Registration
 Registration
 Fee Calculation
 Class Waitlist
 WAOL Enrollment Management
Registration
 Used to enroll students into quarterly classes
 Three modes of registration
 HP3000 screen (SM7001/A)
 Web
 Batch
Other registration related functions are:
 New student registration appointments
 Returning student registration appointments
 Registration transaction log screens
 Class rosters – printed, web or download
Registration screens, datasets and files updated or accessed:
Screen
Title
Dataset
Datebase
SM7001/A
Registration
STU-YRQ-M
SM
STU-CLASS-D
SM
STU-YRQ-XREF-D
SM
CLASS-D
SM
CLASS-CLUSTER-D
SM
COURSE-ENTR-D
SM
STU-COURSE-D
SM
STU-ENR-TRNS-D
SM
STU-GR-TRNS-D
SM
STU-M
SM
STU-D
SM
PREV-NAME-D
SM
SID-SSN-XREF-D
SM
CUST-ACTV-D
CA
CENTRAL-SID-D
CA
Registration screens, datasets and files updated or accessed:
Screen
Title
Dataset
Database
SM4005
New Students–Registration
Appointments
NEW-APPT-D
TBL4
SM4006
Returning Students –
Registration Appointments
RET-APPT-D
TBL4
SM4007
Registration Appointment Time
Schedule
APPT-TIME-D
TBL4
SM4008
Registration Appointments
APPT-D
SM
SM4010
Student Enrollment
Transactions
STU-ENR-TRNS-D
SM
SM4011
Course enrollment Transactions
STU-ENR-TRNS-D
SM
SM4014
Class Roster Download
Accesses CLASS-D
SM
STU-CLASS-D
SM
STU-YRQ-M
SM
STU-D
SM
COL-OPT-M
TBL4
Registration screens, datasets and files updated or accessed:
Screen
Title
Dataset
Datebase
SM4012
Touchtone Registration
Configuration
TTONE-CONFIG-M
SM
SM4013
Touchtone Registration Student
Information Screen
TTONE-STU-OPT-M
SM
FC2001
Touchtone Optional Fees Table
TTONE-OPT-FEE-D
SM
SM7030
College-Specific Waitlist Screen
COLLEGES
MAGWL
SM7031
Year/Quarter Specific Waitlist
Parameters Screen
QUARTERS
MAGWL
SM7032
Class-Specific Waitlist
CLASSES
MAGWL
SM7033
Class Range Waitlist
Parameters
CLASSES
MAGWL
SM7034
Class Waiting Lists
WAITLISTS
MAGWL
POSITIONS-CHANGES
MAGWL
STUDENTS
MAGWL
STU-WLIST-XREF-D
MAGWL
SM7035
Waitlists by Student
Registration Edits
 Class
 Class capacity
 Allow registration
 Registration dates for and web
 Instructor permission
 Requisites
 WAOL class – checks WAOL database for WAOL
class capacity
Registration Edits
 Student
 Registration block
 Past due fees
 Time conflict
 Maximum credits by quarter or student type
 Registration appointment
 Underage/senior citizen
Types of Registration Transactions
Add *
Override class capacity
Drop *
Override add date
Withdrawal *
Override drop date
Withdrawal suppress *
Override fee pay status
Add with audit grade *
Override exit date
Add with pass grade
Override entry date
Add with designated grade
Override prerequisite block *
Override credit amounts for variable
credit classes *
Override instructor permission
requirement *
Override blocks
Add to class waitlist *
*Available with in-line and web modes of
registration
Fee Calculation
 Occurs after the student is enrolled in the class.
 Tuition and fees are stored in the CUST-ACTV-D dataset
in the CA database.
 Tuition and fees are displayed on the registration screen,
SM7001, web registration, Cashiering screen, BM1600,
and Customer Account Inquiry screen, BM1625.
 Uses the fee pay statuses from the student’s quarterly
biographic record (STU-YRQ-M), the class record
(CLASS-D) and the student’s enrollment record (STUCLASS-D)
 Tuition and fees are displayed to the student on web
registration and the web student schedule
Class Waitlist
 The class waitlist process places students in
chronological order onto a waiting list for a specific
quarterly section of a course that has full enrollment
 When an opening becomes available in the class, the
first student on the list can be registered into the class
manually or using batch registration
 Waitlist works with on-line registration, web
registration and batch registration
Class Waitlist
Colleges can define:
 Quarters and classes allowed to have a waiting list
 Maximum number of waiting lists a student can be on
 Maximum number of students on a waiting list
 Last date that a student can be added to a waiting list
 Whether or not students can be added to a waitlist if they
are already registered in a different section of the same
course or if there is a time conflict
 Students can check waitlist status on the web and can
remove themselves from a waitlist
WAOL Enrollment Management
 Provides the ability to automatically monitor and
control the number of students registering for
Washington On-Line courses
 Enrollment information is automatically sent to the
WAOL database
WAOL Enrollment Management
 Colleges schedule 3 batch jobs that communicate between
the college’s HP3000 and the WAOL database
 SM4232J (Send Enrollment Transaction to WAOL) This
job automatically sends student biographic information to
WAOL (approximately every 30 minutes)
 SM4236J (WAOL Enrollment Control)
This job assists in sending registration requests to WAOL
 SM4233J (Terminate Job SM4232J)
This job stops the previous two jobs, SM4232J and
SM4236J
Typical Registration process flow:
 Student is assigned a registration appointment
 At the appointment time or any time after, the
student registers via on-line, or using the web
 Student can check their schedule view or get a copy of
their schedule through the web
Program Enrollment
 Was used by some clock hour technical colleges to
record and manage enrollments into open-entry
open-exit vocational preparatory programs – no
longer used for this purpose
 Used by some colleges to manage waitlist for
vocational preparatory programs
Program Enrollment screens and datasets updated or accessed:
Screens
Title
Datasets
Database
SM3001
Program Enrollment
STU-PRG-ENR-D
SM
STU-PRG-XREF-D
SM
STU-PRG-TRNS-D
SM
STU-PRG-OPT-D
SM
STU-M
SM
STU-D
SM
PREV-NAME-D
SM
SID-SSN-XREF-D
SM
CENTRAL-SID-D
CA
STU-PRG-WLIST-D
SM
SM3002
Program Section Waiting List
SM3003
Student Program Information
Accesses STU-D
SM
STU-PRG-ENR-D
SM
STU-PRG-OPT-D
SM
STU-PRG-WLIST-D
SM
STU-CLASS-D
SM
EDUC-PRG-SECT-M
SM
Program Enrollment screens and datasets updated or accessed:
Screens
Title
SM3011
Student Program Enrollment
Transactions
SM3012
SM3015
Program Enrollment
Transactions
Program Section Seat Roster
Datasets
Accesses STU-D
Database
SM
STU-PRG-TRNS-D
SM
EDUC-PRG-SECT-M
SM
Accesses EDUC-PRG-SECT-M
SM
STU-PRG-TRNS-D
SM
Accesses STU-D
SM
STU-PRG-ENR-D
SM
STU-PRG-OPT-D
SM
STU-PRG-WLIST-D
SM
STU-CLASS-D
SM
EDUC-PRG-SECT-M
SM
Program Enrollment screens and datasets updated or accessed:
Screens
SM3016
SM3017
Title
Program Section Open Seats
Program Section Seat Openings
Datasets
Accesses STU-D
Database
SM
STU-PRG-ENR-D
SM
STU-PRG-OPT-D
SM
STU-PRG-WLIST-D
SM
STU-CLASS-D
SM
INSTRN-CAL-M
TBL4
INSTRN-CAL-D
TBL4
Accesses STU-PRG-ENR-D
STU-PRG-OPT-D
SM
SM
STU-PRG-WLIST-D
SM
STU-CLASS-D
SM
INSTRN-CAL-M
TBL4
INSTRN-CAL-D
TBL4
PRG-STRT-DATE-M
TBL4
Program Enrollment screens and datasets updated or accessed:
SM3020
SM5030
College Educational
Program Sections
Instructional Calendar
EDUC-PRG-SECT-M
SM
EDUC-PRG-SECT-D
SM
EDUC-PRG-XREF-D
SM
INSTR-CAL-M
TBL4
INSTR-CAL-D
TBL4
Grades and Records
 End of the quarter grading
 Transcript maintenance
 Electronic transfer of transcripts
Grades and Record screens, datasets and files updated or accessed:
Screen
Title
Datasets/Files
Database
SM6002
Grade Attributes
GR-ATTR-D
TBL4
SM6003
Grade Processing Options
GR-PROCESS-OPT-M
TBL4
SM6004
Grade Posting Screen
STU-CLASS-D
SM
STU-ENR-TRNS-D
SM
STU-COURSE-D
SM
STU-GR-TRNS-D
SM
SM6004S.DATA
SM6005
Grade Roster Update
GR-ROSTR-M
TBL4
GR-ROSTR-D
TBL4
STU-GR-TRNS-D
SM
STU-ENR-TRNS-D
SM
SM6007
On Request Transcript
SM6007S.DATA
SM6008
Transcript biographic
TRAN-STU-D
TRAN
Grades and Record screens, datasets and files updated or accessed:
Screen
Title
Datasets/Files
Database
SM6009
Transcript Degree
Information
TRAN-DEGREE-D
TRAN
SM6010
Transcript Quarterly Data
TRAN-YRQ-D
TRAN
SM6011
Beginning Credit Information
TRAN-STRT-D
TRAN
SM6013
Transcript Classes
TRAN-YRQ-D
TRAN
TRAN-CLASS-D
TRAN
STU-COURSE-D
SM
STU-CLASS-D
SM
Accesses TRAN-STU-D
TRAN
SM6015
Student Transcript
TRAN-YRQ-D
TRAN
TRAN-CLASS-D
TRAN
TRAN-STRT-D
TRAN
TRAN-DEGREE-D
TRAN
TRAN-COMMENT-D
TRAN
Grades and Record screens, datasets and files updated or accessed:
Screen
Title
SM6017
Print Transcript
SM6050
Class Grade Roster Update
SM6051
SM6052
Student Grade Roster Update
Student Course
Requirements
Datasets/Files
Database
GR-POST-M
TBL4
GR-POST-D
TBL4
STU-CLASS-D
SM
STU-COURSE-D
SM
STU-GR-POST-M
TBL4
STU-GR-POST-D
TBL4
TRAN-YRQ-M
TRAN
TRAN-STU-D
TRAN
TRAN-CLASS-D
TRAN
TRAN-STU-REQR-D
TRAN
STU-CLASS-D
SM
STU-COURSE-D
SM
TRAN-CLASS-D
TRAN
TRAN-STU-REQR-D
TRAN
STU-CLASS-D
TRAN
STU-COURSE-D
TRAN
Grades and Record screens, datasets and files updated or accessed:
Screen
Title
SM6053
Transcript Print Screen –
With Course Requirements
SM6054
Student Transcript
Datasets/Files
Database
Accesses TRAN-STU-D
TRAN
TRAN-YRQ-D
TRAN-CLASS-D
TRAN
TRAN-STRT-D
TRAN
TRAN-DEGREE-D
TRAN
TRAN-COMMENT-D
TRAN
TRAN-STU-REQR-D
SD3001
Transcript Transfer Request
TRAN
SD3001S.DATA
TRAN
Grading Process
 Job group scheduled to produce grade roster file
 File SM6242D created to use in Instruction Briefcase
Grading process
 Grades are entered into grade roster file
 SMS screen SM6005
 SMS screen SM6004
 Instructor Briefcase
 Grades are posted via SM6220J to enrollment record
(STU-CLASS-D)
 Job group scheduled to post grades from enrollment
record to transcript
 Cumulative data is also updated
Electronic Transfer of Transcripts
 Allows colleges to send and receive transcript information
to and from other WA state community and technical
colleges
 Allows colleges to send electronic transcripts to the 4-year
public institutions in Washington State
Electronic transfer of transcripts
 SID or SSN of student requesting transcript sent
entered on screen SD3001
 Job Group SG103R sends the transcripts via DS lines
 Receiving college runs SG104R or SG105R to print
transcripts or just obtain the student’s course
information
 Transcripts to 4-year colleges FTP’d from server at
SBCTC-IT Bellevue
Student Progress




Transcript evaluation
Degree Audit
Early Intervention
Honor Roll/Probation
Student Progress screens, datasets and files updated or accessed:
Screen
Title
Datasets/Files
Database
SD3002
Grade Translation Table
TRNSLT-GR-D
TBL4
SD3003
Course Translation Table
TRNSLT-COURSE-D
TBL4
SD3004
Transcript Evaluation Screen
TRNSFR-EVAL-M
TRNSFR
TRNSFR-EVAL-D
TRNSFR
TRNSFR-COURSE-D
TRNSFR
TRNSLT-COURSE-D
TBL4
STU-COURSE-D
SM
STU-D
SM
TRAN-STU-D
TRAN
ADM-STU-D
ADM
SD3004S.DATA
SD3005
Transfer-In Course Screen
TRNSFR-COURSE-D
TRNSFR
STU-COURSE-D
SM
STU-D
SM
ADM-STU-D
ADM
SD3005S.DATA
Student Progress screens, datasets and files updated or accessed:
Screen
Title
Datasets/Files
Database
SD5010
Intervention Code Table
INTRV-ACTN-TBL-M
TBL4
SD5011
Corrective Action Code Table
CORR-ACTN-TBL-M
TBL4
SD5012
Intervention Roster Update
INTRV-ROSTR-M
TBL4
INTRV-ROSTR-D
TBL4
STU-INTRV-D
SM
SD5013
Intervention Posting Screen
SD5013S.DATA
SD1009
Intervention File Download
SD5017
Student Intervention Screen
SD5018S1.RUN
Accesses STU-D
SM
STU-CLASS-D
SM
STU-INTRV-D
SM
Student Progress screens, datasets and files updated or accessed:
Screen
Title
Datasets/Files
Database
SM6014
Honor Roll/Probation
HONOR-D
TBL4
SD5018
Honor Roll/Probation
Exclude Grades
HONOR-D
TBL4
SD5019
Consecutive Quarter
Update Screen
STU-YRQ-M
SM
SD1011
Honor Roll/Probation
Download
SD5110S.RUN
Transcript Evaluation
 Evaluation of transcripts received electronically or entered
manually
 Can use pre-entered grade and course translation tables
 Evaluated transferred-in courses are added to the student’s
SMS record and are used in
 Degree audit
 Requisite checking
 Registration appointment priority based on cumulative credits
earned
Degree Audit
 Compares the student’s transcripted courses,
evaluated transferred-in courses and currently
enrolled courses with program and degree
templates
 Real time, fully integrated with SMS
 Administrator, Advisor & Student interfaces
 Provides ability to print audits in batch
Early Intervention
 Process to notify appropriate college staff of
student academic deficiencies early in the
quarter
 Corrective actions can be taken by college
staff to notify the student with appropriate
assistance for student success
Early Intervention processing steps
 Intervention rosters are generated
 Instructors indicate which students are
meeting the college defined criteria for
academic deficiencies
 Intervention roster data is entered into a SMS
screen
 Intervention and corrective actions are
posted to the student’s record
 Letters can be generated to notify students of
their deficiencies and corrective actions they
can take
Attendance
 Attendance collection is a requirement for financial aid
disbursement at a clock hour college
 Attendance hours are collected from class instructors
and entered on a SMS screen
 Attendance hours are posted to the Financial Aid system
from attendance hours entered in SMS
 No longer used for colleges who have converted to
credits.
Honor Roll/Probation
 Colleges can enter criteria that defines each of the honor
roll or probation categories
 Batch jobs are scheduled to extract students that meet
the specified criteria
 Reports, transcripts, mailing labels and mail merge data
files can be produced
 Honor roll or probation categories labels (President’s
list, Dean’s list, etc.) can be posted to the student’s
transcript
State and Federal Reporting
 MIS Reporting – quarterly reporting of:
 Payroll data
 Class data
 Student data
 Enrollment data
 College data submitted to SBCTC is primary
source of data used in SBCTC Data Warehouse
MIS Reporting
 Batch jobs are scheduled during quarter to edit class,
student and enrollment data
 Payroll records are compared with class record to ensure
staff paid for instruction are assigned classes and coding
matches
 SBCTC specifies range of dates for colleges to run MIS
finals to submit quarter data
 Data is sent automatically via transporter to SBCTC’s
HP3000
Web Applications
 Use Web Transaction Server to access
information stored on the college’s HP3000
 Web functions:








Web Admissions Center
Student Web Access
Schedule Planner
Web Registration
Student Address
Student Kiosk Access
Instructor Briefcase
Degree Audit
Web Admissions Center
 College applicants enter standard admissions
information in a centralized database and submits any
number of participating colleges
 Application information is stored on an NT server –
Web Admissions Center – housed at SBCTC-IT
 Colleges place Web Admissions Center link on their
web site
 A notification e-mail is sent to designated college staff
when an applicant submits an application to the college
Web Admissions
 College staff log into the college’s account at the Web
Admissions Center
 College staff review applicant data and add necessary coding
 When the application is approved, the student’s data is
automatically loaded into the college’s SM database, ADM
database or both via the Web Transaction Server
 E-mail is sent automatically to the applicant with a college
defined message
Student Web Access functions






Class schedule
What’s My SID
Registration Appointment
Student PIN Change
Student Schedule
Unofficial Transcript
Schedule Planner
 Provides students the ability to plan their





schedules for a particular quarter
Students indicate what times and days they are not
available during the week
Students select desired courses
Schedule Planner displays open sections of the
courses that meet the time requirements of the
student
Can link directly into web registration
Colleges schedule job group to create a file of
courses offered each quarter. The file is loaded
onto the web server
Web Registration
 Allows students to register for classes over
the web
 Enforces college defined requirements for
quarterly registration
 Colleges enter quarterly registration
configuration information on SMS screen
SM4012
Student Address
 Allows students the ability to view or
change their address, phone number and email address over the web
 Colleges typically link web student address
to web registration
Student Kiosk Access
 Provides students the ability to view student
web access information on a stand-alone
kiosk
 Used with a web browser
 Can be used with a touch screen
 Uses Web Transaction Server
Instructor Briefcase – provides the ability for faculty to
manage their classes over the web; functions include:
 Class rosters
 Web grading
 Employee PIN Change
Degree Audit
Web-based advising module that includes:
 Administrator interface – for setting configurations &
building requirements for the college’s degrees &
certificates
 Advisor interface – for running audits, creating
academic plans, and maintaining advisor notes+
 Student interface – students can run audits against any
certificate or degree program where requirement exist;
view up to 5 academic plans created by their advisor;
view any public advising notes created by an
administrator or advisor