CAMS Data
Items that need special attention in CAMS
to ensure better reporting as well as
accurate internal processes and tracking
throughout CAMS
1
Items to be covered in this session
CAMS Modules
Data Entry
Admissions
(Importance and relevance)
(Admin1, Admin2, Demographics,
More Tab)
Updating data from term to term
Items important for
tracking/accurate reports
Emphasis on important items for
ONE TERM to be accurate
Student Status
(Status Record/Program Major)
Registration items
(Transcript Maintenance Screen)
2
Table of Contents
Introduction to Data Entry importance
Introduction to Admission Items
Admissions (Names)
Admissions (SSN)
Student Addresses
Admissions (Admin2 Tab)
Admissions (Demogr. Tab)
Admissions (HS Intro)
How to Add a HS in CAMS
HS Tab (Admission)
HS Test Scores
Admission (More Tab) – Adding Transfer Colleges
Registration (Transfer Credits)
Registration (State Definitions of Transfer students)
Registration (GPA Grouping)
Student Status (Overview )
Student Status (Enrollment Status)
Student Status (State Definitions of Enr. Status)
Student Status (Enrollment Status Examples)
Student Status (College Level)
Student Status (College Level/Classification)
Student Status (Student Level Option)
4
5
6
7
8- 11
12-14
15
16
17
18
19
20-21
22
23-24
25-26
27
28
29
30
31
32
33
Student Status (Campus/Cost Type)
CAMPUS CODES
Student Status (GPA grouping)
Student Status (Degree Seeking/Commuter)
Major (Student Status)
PROGRAM MAJOR LISTS
ONE TERM ITEMS
34
35
36
37
38-39
40-41
42
3
Data Entry
(Why is it so important??)
Everything starts with data entry!!
– All processes depend upon accurate data being entered into the system initially
– It is extremely important to update data from term to term as it is necessary to capture
changes throughout a student’s progress here at Bethel
– Effects reporting, internal processes (tracking revenue), student billing, financial aid, BYOR
reports, etc.
Accurate data helps create smooth processes, compliance to State/Gov. reporting, accurate
tracking and internal reports
Inaccurate data causes confusion, inaccurate tracking and reporting both internally and externally
and can effect how other processes work within the system.
**Remember – A system is only as good as its data **
4
Admissions Module
**Important Items in Admissions **
Basic Student Info
Internal Information
(Name, SSN, Address)
(Initial Status, Exp. Term, Access
Campus, Applicant Status, etc.)
Student Demographics
(Gender, Birthdate, Ethnicity,
Citizenship and residence
information)
Previous College Info
(Transfer College name/code)
High School Info (Undergrads)
(HS Name/Code, HS GPA, HS
Graduation date/GED, ACT/SAT
scores)
5
Admissions
Location: Student > Admin 1 Tab
***IMPORTANT ***
**1st Step when adding a new student into CAMS **
(Check by BOTH Social Security number and Student Name
to see if they already have a record in the system)
*** If a student finished their undergrad and then starts a
graduate program – DO NOT create a second record for them
in CAMS!! ****
STUDENT NAMES
(RED Fields are required)
***** Please do not create records with BLANK names ******
Last Name field – Last name only (no Suffixes)
•
Suffix should be put in the Suffix field.
•
Example - John Smith, IV
•
•
•
First Name: John
Last Name: Smith
Suffix: IV
•
Maiden Name field – for previous last names only
•
If more then 1 previous last name, separate by ‘/’
•
Example: Maiden Name of Smith, Previous name of White, Current
Last name Knight.
•
Smith/White
•
Please, no middle names or nicknames.
•
Use the Preferred Name field for Nicknames.
6
Admissions
Location: Student > Admin 1 Tab
Student SSN
NOTE – When entering new
students, please be sure to put
the SSN in before you save the
record for the first time.
**The Student EPORTAL
username and password are
automatically configured by the
system based on what is typed
into the First Name, Last Name,
and SSN box WHEN THE RECORD
IS FIRST SAVED!
If one enters the name then saves the record
and goes back in later to enter the social (due
to the student not having their info) then the
EPORTAL password will not be updated.
**REMINDER**
If you create a record for a student but do not
have a social. Once you enter the social at a
later time please also inform the Help Desk,
CAMS Manager, or person in your program
responsible for updating eportal passwords.
The person will have to reset their password.
7
Student Addresses
Address Length
*Addresses must be Complete*
•
Addresses must be complete addresses and not be missing the type
after the street name.
State reports will disregard a student record
if the address is not a valid address.
It is important to take note that they cut
addresses off at 30 characters. Most addresses
are well beneath that but some long street names
and foreign addresses may go over by a few
characters
Abbreviate where possible on long addresses.
Example: 1234 Martin Luther King Boulevard
1234 Martin Luther King Blvd.
There are several addresses in CAMS that end like the following:
123 Smith
•
We need to pay attention when entering addresses to ensure
they are complete. If one notices that an address is missing the
type of road one needs to either google the address or contact
the student.
•
Otherwise, one can go to www.melissadata.com and register for
free.
(Refer to the Address Verification Website Guide)
•
The website has single address lookup verification, mass address
lookup where one can upload a spreadsheet of up to 500
addresses and a foreign address verification option for non-USA
addresses.
***Please note the Address Category at the TOP RIGHT of an address
screen ***
(Refer to the NSCH Reporting Help Guide)
Mark – ‘USA’ for local country addresses
Mark – ‘Non-USA’ for foreign country addresses
8
Addresses (Names/parts)
Addresses must be VALID addresses.
Apt, Ste, Lot, other should be put in
the Address Line 2 field and not in the
Addresss Line 1 field.
Example: 123 Smith St, Apt 3
Address Line 1: 123 Smith St
Address Line 2: Apt 3
Street Names need to be VALID and
include RD, ST, DR, Etc.
Example: 123 Smith
Should have a ST or RD or DR, etc.
9
Addresses for books
Separate addresses should be created for
books that are to be shipped to a
separate address.
There are addresses in CAMS that have 2
separate addresses within the same
address.
Example: Home address
Line 1: 123 Smith Ave
-Line 2: <Books> 345 West Main St
City: Mckenzie
State: TN
Zipcode: 38201
This is not a valid address.
The SHIPPING address should be created
for this separate address to send books.
This will also help keep mailing labels
clean for those that wish to run address
labels out of CAMS.
10
Addresses (TN Counties)
Any address that is of the state of TN
must have the COUNTY typed into the
County box within the address.
The county should be typed in as only the
name and not along with the word
‘county’ and please pay careful attention
to spelling or else it will not pull and the
query will think the space is blank.
Example:
441Cherry Ave, Apt 2, Mckenzie, TN
38201 is in Carroll county .
Address Line 1: 325 Cherry Ave
Address Line 2: Apt 2
City: McKenzie
State: TN
ZipCode: 38201
County: Carroll
Zipcodes should not be BLANK and
should also be sure to match the state
11
Admissions
Location: Student > Admin 2 Tab
**Important**
Certain items in Admissions populate in the Student Status
screen when creating a NEW Student Record
Items that are important for Student Status and
reporting/tracking purposes:
Initial Program – Similar to the Major in Student Status
(helps track what program the student has entered)
Initial Status – populates in Student Status and is vital that
it be correct for the future terms to be updated
appropriately
(will go into further detail later during the Student Status
portion of the session)
Deceased – please remember to mark ‘Yes’ if the student
has passed away while still attending classes (important for
NSCH loan reporting and billing/enrollment).
Access Campus – Vital for reporting and tracking to
distinguish which program is the student’s main program.
** With the move to using ONE TERM this field is one of
the only fields that allows us to track which program the
student is in (Vital for revenue, billing, State reporting and
most processes in CAMS)**
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Admissions > Admin 2 Tab
Applicant Status
IPEDS reports students that have
applied, were accepted, and are
enrolled.
Programs need to use this box if they are
not currently using it so we can properly
track those that have applied, those that
were accepted and those that have
withdrawn.
If currently using this box, please ONLY
USE the items listed below to help with
accuracy.
Please use the following items from the
drop down box:
Any with ‘Applied’ in the name
Any with ‘Accepted’ in the name
Any with ‘INACTIVE or WITHDRAWN’ in
the name (withdrawn students)
Other cases for special situations (please
limit to only those necessary)
The appropriate office or persons need
to be notified to make these changes
13
Admissions > Admin 2 Tab
**IMPORTANT**
It is important to use the following fields
for reporting purposes.
If your program is already using these
fields please ensure that they are being
used in the same manner as listed
below.
Matriculation Date:
The date the student first applied or
submitted an application
Date Accepted:
The date the student was accepted into
the program
WithDrawn Date:
The date the student notified
withdrawing or the date that all classes
or the last class enrolled were dropped
First-Time Non Transfer Student:
Please check this box if the student is a
new Freshman – it will help with
reporting
14
Admissions
Location: Demogr. Tab
Student Demographics
**Please remember to enter the following basic
information:
Date of Birth
Gender
In-House Ethnicity – If the student does not provide this
information or you are unsure please select ‘Race &
Ethnicity Unknown’ option from the drop down menu
(Ethnicity is a vital part to numerous IPEDS reports)
Citizen – ‘Yes’ if US citizen, ‘No’ if holds citizenship in
another country
*** Foreign Students ***
(If Citizen field = ‘No’ , please be sure to insert the student’s
BIRTH COUNTRY and COUNTRY OF CITIZENSHIP)
If the student Citizen = ‘No’ but they live in the US then mark
the PERMANENT RESIDENT box.
The student has to be a US Citizen or a Permanent Resident
to receive certain Financial Awards
15
Admissions
Location: H.S. Tab
***IMPORTANT***
HS information should be entered for ALL undergraduate students
Most Students provide HS information on Admission applications
and the data is usually available in the student’s file but it is not
necessarily being entered into CAMS
Due to some program requirements we realize that not all programs
gather HS information (ex. Success Adult program)
Some College Transcripts have HS data – Transfer students (please
check when entering data)
Reason HS information is needed:
IPEDS reports
(All students ACT/SAT score avg. and class rank data)
HS Data Needed:
Financial Aid
(All students who receive HOPE scholarship)
**HS information is needed for TRANSFER
students as well if they receive or may eventually
receive HOPE scholarship ****
*****TO DO ********
Gather HS information from ALL STUDENTS (even Transfers) that have a
Home address in the state of TN – even if they attended HS in another
state
This will ensure that we gather information that is needed for state
reporting. Some students may not receive or even be eligible for HOPE
scholarship when they first start but may become eligible in the future
so we need to ensure that we gather HS information for any that
MIGHT have the possibility of becoming eligible for HOPE Scholarship
HS Code (Name, Address)
HS Graduation Date
HS GPA
HS Rank
HS Rank out of
Test Score :
ACT
SAT
**If student has a GED ***
HS Code (Name – Type in GED)
Report GED Date (instead of HS Graduation date)
Class Rank, HS GPA, AT/SAT scores are not needed if the student
received a GED instead of a HS Diploma
16
How to Add a HS
Admissions > Student > HS Tab
Click on the Icon to the RIGHT of the HS
Code.
> A lookup table will appear.
> Type in search criteria
> Results will appear
> Double click on the correct school
(Name, code and address will be
automatically populated)
If you cannot find the school you are
looking for in the table, contact the CAMS
Manager to have it added into the
system.
*** GED’s must be put into this field ****
Type in ‘GED’ into the Name field instead
of a high school name
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High School Information
**REMEMBER**
Any student that receives Lottery (Hope Sch.)
money must have their HS information in CAMS.
INCLUDING TRANSFER STUDENTS!!
Student may not be eligible for Hope until later on.
The safest bet is to gather HS data for everyone with
a TN home address (even if attended HS in another
state).
Items Required:
Name of High School (School Code)
HS Graduation Date or Date of GED
HSGPA (not required for GED)
ACT/SAT Score (not required for GED)
Other Items needed if applicable: (IPEDS)
HS Rank
HS Rank out of
**** GED ***
GED- has a code and is listed in the lookup table and
should be added in the same manner as any other
HS (Use Name ‘GED’ or Code ‘160’)
GED date - should be entered into the box marked
‘Report GED Date’ near the bottom left of the HS
screen in Admissions. NOT in the HS Grad Date.
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HS Test Scores
Admissions > Student > HS Tab > Test
Score Table at bottom of page
DOUBLE CLICK - on a current row to
open and make changes
RIGHT CLICK – to add a test score
A new table will open:
 Select Test Name (boxes will
appear depending upon Test
selected)
 Fill in scores as appropriate
 Click ADD when finished
** One can add more than one test if
needed **
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Admissions
Location: More Tab
(College Table)
*** IMPORTANT ***
All transfer students must have the College(s)
they transferred from on their Admission record
in addition to the courses in the Transcript
Maintenance screen
Admissions > Student > Change Student > More
Tab > Colleges
*A table will appear on the screen*
DOUBLE CLICK – to make changes to current
colleges
RIGHT CLICK – to add a new college
The College lookup table works the same as the HS
lookup table
Search for the school by name or other criteria and
then double click on the row it is in on the table.
If the college you need is not in the table, contact
the CAMS Manager to have it added into the
system.
*** Please add EACH school the student attended
prior to Bethel (in order of first to most
recent)***
20
Transfer College Example
A transfer student should have the
college they transferred from put into
CAMS in the Admissions Module
under Colleges.
The TFICE code that is attached to the
college name is required for any new
transfer students on state reports
(ADMISSIONS)
The College Table in Admissions
should have all colleges from the
Transcript Maintenance screen where
a ‘Transfer’ credit exists.
Transcript Maintenance screen:
Registration > Academic >
Maintenance
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Registration Module
Location: Academic > Maintenance
Transfer Credits
**IMPORTANT**
All transfer credits MUST be entered into the system before
or soon after the START of the students FIRST term at
Bethel
If the credits are not in CAMS for me to pull
when I am working on reports then I have no
way of knowing if they are truly a NEW
TRANSFER student for the term.
I use a formula with the Transcript Hrs to determine the
student’s Type (ex. New Transfer, 1st Time Freshman,
Continuing)
This is the only way to report accurately based on criteria
State reports describe to determine the student Type.
Your program may do things differently but we need
everyone to comply in the same manner in order to report
accurately to the State.
**Reason **
Transfer credits do not have a
course ‘Start Date’ or a course ‘End
date’ in CAMS.
I have to pull the credits based on
the ‘Insert Time’
**If they are not inserted until
after the semester is over, they are
not included on the report and the
student will have been reported
inaccurately (first Time
freshman)**
22
State Reporting Criteria
(Student Type)
Transfer Student
First-Time Freshman
A student who last attended another
institution from which credit is
acceptable toward the degree or
certificate in progress by the student.
This code should be used only for the
individual’s first term as a transfer
student; later terms are coded
‘Continuing’.
A student who has not been previously
enrolled for work creditable toward a
bachelor’s or associate degree or
certificate in any college, university, or
technical institute since they graduated
from high school, but who is now enrolled
for work creditable toward such a degree. A
first-time college student be either full-time
or part-time. This code should be used only
for the individual’s first term in college;
later terms are coded ‘Continuing’.
23
State Reporting Criteria
**** IMPORTANT ****
The only exception to the formula for Transcript hrs are (Readmits and Dual
Enrollment students)
Readmits and the Dual Enrollment are defined the same as ‘Continuing’
State Definition:
Student not classified in one of the above categories
(First time freshman, First time graduate, Transfer student, Transient Student)
Continuing Students and students that do not fall into any of the above categories
(e.g. Dual Enrollment students).
** More details covered later during Student Status portion of the presentation **
24
Registration Module
Location: Academic > Maintenance
Page 2 of course when adding course to transcript maintenance record
GPA Grouping
*** IMPORTANT ***
The GPA grouping that is attached to a student’s course when the course is
added in the Transcript Maintenance screen is EXTREMELY IMPORTANT!
We are seeing major issues with this field in CAMS not being
updated accurately
Why is it important?
It effects reporting when we have to report anticipated graduation dates
based on the number of hrs within a degree program. If courses are attached
to the wrong GPA grouping then hrs will not be reported accurately which
effects Anticipated graduation date and enrollment data for loan agencies.
** There is not a different ‘2nd’ option between the Bachelor’s
and Master’s programs. One will need to ensure the
appropriate Major and Campus is marked to determine at
what level the student is taking their second degree.**
Examples – A student received a Bachelors at Bethel and then
starts the Masters program at bethel
Undergrad courses – Ungrad
Graduate Courses – Grad
This could also mess up the student’s Transcript and possibly even the number
of classes the student has left to take and the money they spend on their
entire degree.
A student that received a Bachelors in Business from Bethel
and then goes back to get a Bachelors in Nursing
First degree – Ungrad
Nursing Degree – 2nd
Criteria:
1st Bachelors degree – All courses should be marked as ‘UnGrad’
1st Master’s degree – All courses should be marked as ‘Grad’
2nd Bachelor’s at Bethel – All courses in the program should be marked as ‘2nd’
2nd Masters at Bethel – All courses in the program should be marked as ‘2nd’
A student that received a Masters in MAED and then starts
the MBA program
MAED courses – Grad
MBA courses – 2nd
*If student recieves an associate and then goes for the bachelors – All
courses would be marked ‘Ungrad’
ONLY MARKS AS ‘2nd’ when it is the second degree of the same level and
both are from Bethel
A student that starts a Masters program and does not finish to
receive the degree but changes to a different Masters program
All courses – Grad
25
GPA Grouping Example
This student looks like they are simply
continuing from SP-11 to FA-11
They actually graduated in SP-11 with a
Bachelors and then started FA-11 on another
Bachelors in a different Major. Notice how they
went from ‘UnGrad’ to ‘2nd’
26
Registration Module
(Student Status Table)
Student Status Items
Enrollment Status
College level
Classification
GPA Grouping
Campus
**IMPORTANT**
Student Status items are vital to all
reporting. Almost any report in BYOR
and State reports as well as Billing and
revenue reports use items from the
Student Status table.
This is the table where
most data errors occur!!!
Student Program Table
Major
We are aware that some updates are
not working as they should but we ask
that everyone please double check data
when registering or updating student
records for a new term.
27
Student Status
(Enrollment Status)
**IMPORTANT**
The initial enrollment status should
reflect upon the students enrollment
status at the time of registration.
Please double check these statuses
when applicable.
Many students are still marked as New
transfers or 1st time freshman when
they have been here for several terms
Others are left blank and need to have
a status entered.
These statuses are very important for
enrollment reporting.
DOUBLE Click row to change
RIGHT CLICK Table to Add
28
State Definitions(TICUA)
1st Time Freshman – A student who has not
been previously enrolled for work creditable
toward a bachelor’s or associate degree or
certificate in any college, university, or technical
institute since they graduated from high school,
but who is now enrolled for work creditable
toward such a degree. A first time college student
be either full-time or part-time. This code should
be used only for the individual’s first term in
college; later terms are coded ‘Continuous’
First-Time Graduate – A student who has not
been previously enrolled for work creditable
toward an advanced degree at any university,
and who is enrolled for work creditable toward
such a degree. A first-time graduate or
professional student may be either full or part
time
Transfer student – A student who attended
another institution from which credit is
acceptable toward the degree or certificate in
progress by the student. This code should be
used only for the individual’s first term as a
transfer student; later terms are coded
‘Continuous’
Transient Student – A transient or term special
student is one who is regularly enrolled and in
good standing at an institution other than the
reporting institution and who is taking a
course(s) at the reporting institution which
he/she intends to transfer to his/her regular
institution
Student not classified in one of the above
categories – ‘Continuous’
Continuing students and students that do not
fall into any of the above categories (e.g. Dual
Enrollment)
29
Enrollment Status
First Time Freshman – ‘0’ attempted hours in the transcript
maintenance screen including no transfer credits
Graduate students work in the same manner except use
attempted and transfer hrs from a MASTERS program.
Continuing - Student has attempted hrs for a previous term
Example: Current Term SP-14 Previous Term FA-13
**One does not include the undergraduate hrs as criteria .
One would use the Graduate statuses instead. (First Time
Graduate, Continuing Graduate).
New Student w Trans Cr – Student has transfer hrs prior to
the current term and has not attempted any hrs at Bethel
yet
**All students should be marked ‘Continuing’
after their first term at Bethel.**
Example:
John Smith
SP-14 Continuing
FA-13 Continuing
SU-13 Continuing
SP-13 New Student w Trans Cr
Example:
Jane Doe
SP3-14 Continuing Graduate
FA3-13 Continuing Graduate
SU3-13 First Time Graduate
**Associate programs should use the statuses with ‘Assoc’
Example:
John White
SP20-14 Continuing (Assoc)
FA20-13 1st Time Freshman (Assoc)
30
College Level
(Student Status)
**IMPORTANT**
The College Level is very
important in reporting
processes and Financial Aid
College Level should reflect
the students EARNED HRS
prior to the term and
according to set criteria by
the institution (NOT
Program)
Level Criteria
Freshman
0-27 hrs
Sophomore 28-59 hrs
Junior
60-95 hrs
Senior
96+ hrs
ALL PROGRAMS must
adhere to the University
level criteria for reporting
to be accurate!!!!
31
College Level
/Classification
The College Level of the student will
automatically update as long as the student
is marked correctly in the CLASSIFIED column
and the college level is not left blank.
Graduate students are marked as
UNCLASSIFIED.
Undergraduate students to my knowledge
are marked as CLASSIFIED
A students’ College level will not update
from Freshman to Sophomore if it is not
marked CLASSIFIED
Graduate students always stay GRADUATE
(college Level) which is why they should be
marked as UNCLASSIFIED so that it will be
copied over to the next student status term
row.
32
Student Level
Free Text field option
**IMPORTANT**
If your program uses different criteria to
determine level within the program – use this
possible tracking solution
Example: A student transfers from another
school into the CJ program
The ‘STUDENT LEVEL’ text box is currently a blank text
field box not being used.
CAMS Definition:
Student Level – Free form data entry field which allows
for additional categorization of the student's status.
This student has Earned hrs of 40 from their
previous school
If a program wishes to track their students in a different
manner than what is required for state reporting – use
‘STUDENT LEVEL’ (free text field)
28-59 is considered to be a Sophomore.
Example – Using the example from the left of the
screen.
This student’s College Level should be a
Sophomore.
This student would have the following status screen.
If the program wishes to track them as a
‘Freshman’ within their program
Term
Enr. Status Col. Level Student Level
SP6-14 New Transfer Sophomore Freshman-CJ
See the option to the RIGHT > > >
33
Campus/Cost Type
(Student Status)
The CAMPUS makes sure that the
student has a “home” campus. This will
indicate to all programs where the
student “belongs”. If the student
takes elective classes from
another program, this field
should NOT be changed.
The COST TYPE should be default. This
will allow the student to be charged
different rates for any program that
classes come from.
FOR EXAMPLE: If a SUCCESS student
wanted to take CJ classes as electives.
The tuition rates are different, the class
charge should reflect the program from
whence it came.
Exceptions: If your program has more
than one rate for different cohorts
(Criminal Justice)
Then you would use the Cost Type that is
the rate for that student’s cohort
34
Campus Codes
College of Arts and Sciences
CoAS-Dual (Dual Enrollment)
CoAS-MAED F2F
CoAS-MAED OL
CoAS-Ugrad (traditional)
CoAS-Roane St
College of Health Sciences
CoHS-BSN (Nursing)
CoHS-SU BSN (Nur – Summer)
CoHS-PA
CoHS-RN2BSN
College of Public Service
CoPS-G (MSCJ)
CoPS-UG (CJ Bach., CJ Assoc)
SUS-Ugrad (do not use for any new students from
this point forward)
CoPS-Assoc (new for all assoc programs)
SoCR-MACR
College of Prof. Studies
CPS-MBA
CPS-Ugrad F2F
CPS-Ugrad OL
35
GPAGrouping
**IMPORTANT **
Please pay careful attention to those that are working on a 2nd degree.
We often times get students that are in the 2nd GPA Grouping working on
either a second bachelors or a second masters and half of their classes get
put under their last GPA grouping while the others are put under the 2 nd
GPA grouping or none of their classes are put under the 2nd GPA grouping.
This causes great confusion on reports as well as on transcripts.
Why is this important???
NSCH and other reports can create great confusion when GPA groupings
are not marked appropriately.
Example: A student that has already obtained a Masters in Edu. from
bethel who then started the MBA program.
The hrs to complete each program is approx. 36 hrs.
The student has 36 hrs under the GPA grouping of Grad. If the MBA hrs are
not marked as 2nd then they will be added to the 36 hrs from MAED.
Ex. 45 hrs ---- when figuring anticipated grad date we use those with 18
hrs or less are in their 1st year and so have 2 yrs since the program takes 2
yrs to complete.
Students with more than 18 hrs are in their second year so they have
approximately 1 yr left.
If we get one that has 45 hrs we have to go through all their courses to
figure out if they did in fact receive a first degree and are working on a
second or if they simply quit one program and started another but are not
working on a second. We then have to figure out how far along in that
program they are to figure their anticipated graduation date.
** Pay attention to GPA grouping in Transcript Maintenance screen on
each course as discussed earlier**
36
Degree
Seeking/Commuter
Degree Seeking – helps determine what type of
student or program the student is.
Example :
MAED student taking a few courses for their job but
not seeking a masters degree (Non-Degree seeking)
Dual Enrollment student in HS that is taking classes
but not officially enrolled in a Bachelor’s degree
program (Non-Degree Seeking)
All other students working towards an Associate,
Bachelor, or Masters degree (Degree Seeking)
Commuter – helps determine whether the student
lives on or off campus
(used for book vouchers to determine whether a meal
plan is put on the ID card)
All students in Online programs should be marked as a
COMMUTER unless the student resides in the dorm (Ex.
MAED grad assistant on campus).
All students within the traditional or other program that
resides in a dorm or wildcat cove should be marked as a
RESIDENT
Students within the traditional program that do not
reside on campus but have housing with their parents or
elsewhere should be marked as a COMMUTER
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Major
(Student Status – Student Program Table)
** IMPORTANT **
All students MUST have a major
attached to their record (even if
undecided)
**The Major should go along
with the program**
Example: A student in the MBA
program of SP3-14 should not have a
major of MUSIC.
Please double check the majors when
a new term is created for the student
status record.
When a major is added or changed,
delete the old information. If not,
when a transcript is printed, all of the
major lines are printed. It adds
confusion to the transcript.
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Major
** IMPORTANT **
When adding majors , please make sure
that the major is on the TOP row and
that there are no ‘BLANK’ major rows
unless a student has more than 1
advisor.
If a student has 2 or 3 advisors then add
them after the first row and leave the
major blank on those rows so it will not
clutter the transcripts.
The query reports pull the top Major for
the term so if the top row is left blank
and the major is included in another row,
the report will pull a blank field.
The example on the top right would
show a blank field on the report because
the major is not on the top row in the
table.
The example on the bottom right is the
correct way to enter majors when a
student has more than one advisor.
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Program Majors
Associate Programs
Graduate Programs
MBA *(The emphasis is now on the major)*
SUS
Associate-Accounting
Associate-Business
Associate-Information Technology
Associate-Customer Relationship Management
Associate-Computer Information Systems
Associate-General Studies
Associate-Information Technologies
CJ-Associate
Associate-Criminal Justice
Associate-Emergency Services Management
GRADUATE-M.B.A. (do not use)
BUSINESS ADM (Academic Practitioner)
BUSINESS ADM (Executive)
BUSINESS ADM (Healthcare Adm)
BUSINESS ADM (Healthcare-IT)
BUSINESS ADM (HR Management)
BUSINESS ADM (Information Technology)
MAED
GRADUATE-M.A.Ed. (do not use)
M.A.Ed (Educational Excellence) (for regular MAED students)
M.A.Ed (Instructional Leadership) (for ILL MAED degree seeking)
GRAD-NON-DEGREE (non-degree seeking)
MACR
Conflict Resolution
MSCJ
GRADUATE-M.S.C.J. (do not use)
Master-Criminal Justice
PA
GRADUATE-P.A.
(do not use)
Physician Asst. Studies
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Traditional Program
Bachelor Degree Majors
Criminal Justice (Bachelors)
Emergency Services Management
Criminal Justice
HUMAN SERVICES(Criminal Justice) (do not use)
Success Program (online & F2F)
ORGANIZATIONAL MANAGEMENT(do not use)
MANAGEMENT AND ORGANIZATIONAL
DEVELOPMENT
ORGANIZATIONAL LEADERSHIP
Art
MATHEMATICS
ATHLETIC TRAINING
MUSIC (APPLIED)
Bachelor-General Studies
MUSIC (CHURCH)
BIOLOGY (do not use)
MUSIC EDUCATION
Biology (Field/Environmental)
MUSIC INDUSTRY STUDIES (PRODUCTION & TECH)
Biology (Pre-Professional Health)
MUSIC INDUSTRY STUDIES (MUSIC BUSINESS)
Biology (Biology Education)
NURSING
Biology (General Biology)
PHYSICAL EDUCATION
BUSINESS ADM (ACT)
Pre-Engineering (New Minor)
BUSINESS ADM (CIS)
Pre-Professional Heath Studies (do not use)
BUSINESS ADM (MGMT)
PRE-PHARMACY
CHEMISTRY
PRE-PHYSICIAN ASSISTANT (do not use)
CHILD LEARNING & DEVELOPMENT
PSYCHOLOGY
Christian Studies (Pre-Min Prep)
PSYCHOLOGY (APPLIED)
Christian Studies (Support Min)
PSYCHOLOGY (DIDACTIC/ANALYTIC)
Criminal Justice Studies
PSYCHOLOGY (DIDACTIC)
ENGLISH
PSYCHOLOGY (ANALYTIC)
EXCEPTIONAL LEARNING & DEVELOPMENT
SIM
Fitness and Wellness Promotion
SOCIOLOGY
HEALTH
THEATRE
HISTORY
UNDECLARED (If Unknown)
HUMAN SERVICES
Interdisciplinary Studies
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ONE TERM
One Term is effective for FALL courses
and is designated as 2014-FA (yearseason).
CAMPUS - Reflects program
(only other way to tell what program the
student is in is the MAJOR)
MAJOR – be sure the major reflects the
program for that term
COST TYPE – reflects tuition rate (ALL –
Default in Student Status – except if have
different rates for different groups)
*** IN COURSE OFFERING ***
Make sure courses are attached to
appropriate Cost Center and Campus for
accurate billing
Effective for all Fall courses – All courses
must have the program campus and cost
center attached
All student status records for FALL must
have the program campus attached
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