LCTCS Student Workflows (Admissions & Registrar)
TABLE OF CONTENTS How to Access Workflow ........................................................................................................................................................................... 3 Locate Email Information for Specific Student/Workflow ......................................................................................................................... 3 REGISTRAR WORKFLOWS........................................................................................................................................................................... 4 Course Section Cancelled Notification Workflow (College Name Section Cancelled; Example BRCC Section Cancelled) .................... 4 Student Status Change Notification Workflow (College Name Student Status Change; Example BRCC Student Status Change) ........ 6 Student Withdrawal Notification Workflow (College Name Student Withdrawal; BRCC Student Withdrawal) ................................... 8 College Initiated Drop/Withdraw (College Name SZPNOSH; Example BPCC SZPNOSH) ..................................................................... 13 Last Day Attend (College Name Last Attend; Example BRCC Last Attend) .......................................................................................... 17 No show (College Name Last Attend; Example BRCC No Show) ......................................................................................................... 19 Graduation (College Name Last Attend; Example BRCC Graduation) ................................................................................................. 20 DP Workflow ........................................................................................................................................................................................ 26 Change of Program (COP) Workflow ................................................................................................................................................... 27 ADMISSIONS WORKFLOWS ...................................................................................................................................................................... 29 Application Decision (College Name APP DECISIONS; Example BRCC APP DECISIONS) ...................................................................... 29 Application Hold (College Name APP HOLD; Example BRCC APP HOLD) ............................................................................................. 32 Transcript Evaluation (College Name EVAL TRANS; Example BRCC EVAL TRANS) ............................................................................... 34 Appendix A: How to Get a Workflow Activated ....................................................................................................................................... 36 Appendix B: How to Request a Role for End User or Terminate Role ..................................................................................................... 36 Appendix C: Active Workflows ................................................................................................................................................................. 36 Appendix D: Currently Assigned Roles ..................................................................................................................................................... 36
HOW TO ACCESS WORKFLOW
Access LoLA at the following web address (https://my.lctcs.edu)
Enter your User Name (if you haven’t gotten your username and password yet contact the HR department)
Enter your Password
Select Login
Select Workflow (lower right hand corner)
Enter your LoLA Credentials again
Select Submit
LOCATE EMAIL INFORMATION FOR SPECIFIC ST UDENT/WORKFLOW
Select “Workflow Status Search” left side of the screen Search Box appears in the middle of the page. You can search using any of the parameters provided. o Here is an example: Workflow Organization: should always be Root + your college (ex. Root. NSHORE). Use drop down arrow to locate your colleges Workflow Specifics Name: If the workflow was built by LCTCS you can search using the persons Banner ID If the workflow was built by Ellucian you have to search by Workflow name or student name. Once you enter your search parameters select “Search” You will get a list of all workflow emails that fall within your parameters To view the information for a specific workflow email select the name in the second column
Select Workflow Details Workflow Details will show you when the email was sent If you scroll to the bottom of the page and look in the block titled “Context Parameters” you will see the variables pulled to trigger the email and variables put into the email. Note: Examples of the actual verbiage of the email are in the workbook.
REGISTRAR WORKFLOWS COURSE SECTION CANCE LLED NOTIFICATION WORKFLOW (COLLEGE NAME SECTION CANCELLED; EXAM PLE BRCC SECTION CANCELLED)
DESCRIPTION:
The Course Section Cancelled workflow is initiated when a course section is cancelled in Banner. Any students who were registered in the course are notified. Individuals in the Registrar Office Clerk role are also notified if any student does not have a preferred email address.
Two parallel activities send notifications about the course section cancellation. o
All students who were registered in the course (if they have a preferred email address on the E-mail Address Form, GOAEMAL) are notified.
o
The Registrar is notified if any students do not have a preferred email address.
For cancellations to be included in the email the following items must be completed: o
Drop the registered students from the course using the status code of CC.
o
Change the course section status to cancelled using the status code C.
NOTIFICATION ROLE ASSIGNMENT(S):
Owner: Registrar Notification purposes only: Registrar Office Clerk
PROCESS DIAGRAM:
EMAIL:
STUDENT STATUS CHANG E NOTIFICATION WORKFLOW (COLLEGE NAME STUDENT STATUS CHANGE; EXAMPLE BRCC STUDENT STATUS CHANGE)
DESCRIPTION:
The Student Status Change Notification workflow is initiated when a student’s time status in a given term is changed from full-time to less than full-time in Banner. Specifically, the workflow will send notification if the student’s time status changes from FT to one of these three values (3Q, HT, or LH). This typically happens when a student drops or withdraws from a course. Parallel activities notify the appropriate college personnel when a status change has occurred.
The Financial Aid Office is notified if the student has a financial aid application record (ROASTAT form) for any financial aid year.
If the student has a primary advisor configured on SGAADVR and the advisor has a preferred email, the advisor is notified.
The Athletics Department is notified if the student is an athlete. The Athletics code must to be entered on the SGASPRT form for the student as seen below:
The Housing Office is notified if the student has campus housing.
NOTIFICATION ROLE ASSIGNMENT(S): Owner: Registrar Notification Purposes Only:
Financial Aid Clerk Housing Manager Athletics Department
PROCESS DIAGRAM:
EMAIL:
STUDENT WITHDRAWAL NOTIFICATION WORKFLOW (COLLEGE NAME STUDENT WITHDRAWAL; BRCC STUDENT WITHDRAWAL)
DESCRIPTION:
The Student Withdrawal Notification workflow is initiated when a student’s term enrollment status is changed to Withdrawn in Banner. Parallel activities notify the appropriate college personnel when the withdrawal status is entered.
The Accounts Receivable Office is notified if the student has an accounts receivable balance. The Veterans Office is notified if the student is a veteran. The Financial Aid Office is notified with a manual workflow activity if the student has a financial aid application record (on ROASTAT) for the financial aid year. The Financial Aid Clerk is instructed to adjust aid as necessary. The workflow waits for the Financial Aid Clerk to complete the activity which confirms that aid has been adjusted before the outstanding balance is calculated and Accounts Receivable is notified. If the student has a primary advisor configured on SGAADVR and the advisor has a preferred email, the Advisor is notified. The Athletics Department is notified if the student is an athlete. The Athletics code must to be entered on the SGASPRT form for the student as seen below:
The International Office is notified if the student is an international student. The Residential Life Office is notified if the student has campus housing.
NOTIFICATION ROLE ASSIGNMENT(S):
Owner: Registrar Notification Purpose Only: o Athletics Department o Veterans Affairs o International Affairs o Residential Life o Accounts Receivable Completion of Workflow Activity: Financial Aid Clerk
PROCESS DIAGRAM:
EMAIL(S): Advisor
Veterans Affairs
Athletics Department
International Affairs
COLLEGE INITIATED DR OP/WITHDRAW (COLLEGE NAME SZPNOSH; EXAMPLE BPCC SZPN OSH)
DESCRIPTION:
The College Initiated Drop/Withdraw workflow is initiated when a student’s registration status code is changed to Drop/Withdrawn in Banner. Parallel activities notify the appropriate college personnel when the drop/withdrawal status is entered. This workflow is kicked off when SZPNOSH is used to update the registration status on the student’s SFAREGS record.
NOTIFICATION ROLE ASSIGNMENT(S): Owner: Registrar Notification Purpose Only:
Student Instructor
PROCESS DIAGRAM:
EMAIL(S): The signature line for the workflow is coming from STVINIT. Here are the codes used for your college: College
Student Emails
Instructor Email
BRCC
BR
BR
BPCC
CA
CN
CENLA
ER
ER
DCC
FR
FR
DELTA
JR
JR
FTCC
GR
GR
NSHORE
LR
LR
NUNEZ
NR
NR
NWLTC
MR
MR
RPCC
OR
OR
SCLTC
PR
PR
SLCC
QR
QR
SOWELA
RR
RR
To make the signatures work we used the STVINIT_DATA_ORIGIN field to identify to workflow what signature to pull.
Student: VPDI code + STU (ex. SOWELA_STU) Instructor: VPDI code + INST (ex. SOWELA_INST) Both: VPDI code + ALL (ex. SOWELA_ALL)
If a college wants to change the signature they are using we would just have to add the correct code in the STVINIT_DATA_ORIGIN field for the code they want to use. No show email <> WI WN DI
DROP EMAIL = DI
Withdrawn email = WI
Withdrawn email = WN
Instructor email
LAST DAY ATTEND (COLLEGE NAME LAST A TTEND; EXAMPLE BRCC LAST ATTEND)
DESCRIPTION:
The Last Day Attend workflow is initiated when student is withdraw from a class either by INB or SSB. The workflow sends an email to the instructor of the class that was withdraw requesting the instructor to enter the last day of attends on SSB.
NOTIFICATION ROLE ASSIGNMENT(S):
Owner: Registrar Notification Requesting Completion of Attendance: Instructor
PROCESS DIAGRAM:
EMAIL:
NO SHOW (COLLEGE NAM E LAST ATTEND; EXAMP LE BRCC NO SHOW)
DESCRIPTION:
The No Show workflow is initiated when an instructor enters the grade of NS or NOS in the Mid-Term roster or an end user enters the code on SFAALST. The workflow sends an email to the student informing them that they will be drop because they never showed up for the class and to contact their instructor if this is an error.
NOTIFICATION ROLE ASSIGNMENT(S):
Owner: Registrar
PROCESS DIAGRAM:
EMAIL:
GRADUATION (COLLEGE NAME LAST ATTEND; EX AMPLE BRCC GRADUATION)
DESCRIPTION:
The Graduation workflow is initiated when a code (i.e. SO, NO, EP, EA) is entered in the outcome status field on SHADEGR. The workflow sends an email to the student when the SO, NO, EP, or EA code is enter. The workflow sends and email to the student’s advisor when the outcome status of NO is entered if an advisor is attached to the student’s record. SHRDGMR_DEGS_CODE (Outcome Status)
Email Student
Email Advisor
Terminal Application
SO
Yes
No
Terminal Requirements not Met or Denied
NO
Yes
Yes
Terminal Pending
EP
Yes
No
Terminal & Non-Terminal Awarded
EA
Yes
No
NOTIFICATION ROLE ASSIGNMENT(S):
Owner: Registrar
PROCESS DIAGRAM:
You can add college specific verbiage to this email by entering a comment in the comment field (located on Honors Tab) on SHADEGR.
EMAIL:
Graduation Application Received Condition
SHRDGMR_DEGS_CODE = SO (inserted or updated)
Subject Line
Graduation Application Recieved
Variable
Student Email
(student first name student last name) < SHRDGMR_PROGRAM description (SMRPRLE_PROGRAM_DESC )>
Student Name Student ID Student ID: Dear (student first name), We have received your application for graduation for . Our records indicate that you have applied for the < SHRDGMR_PROGRAM description (SMRPRLE_PROGRAM_DESC )>degree. As a result, the Registrar’s Office will send a request to the appropriate personnel for a graduation
audit to be completed on your behalf. Once the degree audit has been completed, we will notify you via email of the results. You may verify the status of your graduation application in LoLA. Access LoLA Select Student Select Student Records Select View Application To Graduate If you should have any further questions regarding the status of your audit, please contact the Registrar’s Office. Sincerely, Registrar
Graduation Standing Notification of NO Condition
SHRDGMR_DEGS_CODE = NO (updated or inserted)
Subject Line
Update on Your Graduation Status
Variable
(student first name student last name) < SHRDGMR_PROGRAM description (SMRPRLE_PROGRAM_DESC )>
Student Email Student First Name Last Name If you put a comment on SHADEGR the comment will take the place of this statement.
Student Banner ID Dear (student first name), Please be advised that the degree audit for your graduation application for < SHRDGMR_PROGRAM description (SMRPRLE_PROGRAM_DESC )> has been reviewed by appropriate personnel. Your current graduation status is “Denied” due to the fact that you have not successfully completed all graduation requirements. Should you wish to discuss your remaining academic requirements, please contact your Registrar. Upon successful completion of your outstanding requirements, you must resubmit a new application for graduation. Sincerely,
Registrar
Advisor Email
Change Subject Line to “ Advisee will NOT Graduate ” Student Name Student ID
Dear Advisor, Please be advised that the graduation application submitted by your advisee, (Student Name), was denied due to the fact that he/she has not completed the requirements of the program. If you wish to discuss this, please contact the Registrar’s Office.
Sincerely, The Registrar’s Office
Graduation Standing Notification-Pending Condition
SHRDGMR_DEGS_CODE = EP (inserting or updated)
Subject Line
Update on Your Graduation Status
Variable
Student Email
(student first name student last name) < SHRDGMR_PROGRAM description (SMRPRLE_PROGRAM_DESC )>
If you put a comment on SHADEGR the comment will take the place of this statement.
Dear (student first name), We are pleased to inform you that the degree audit for your graduation application for < SHRDGMR_PROGRAM description (SMRPRLE_PROGRAM_DESC )> has been reviewed by appropriate personnel. Your current graduation status is “Pending” due to
the fact that you are currently enrolled this semester. Once final grades are submitted an additional degree audit will be conducted and your graduation status will be updated. Should you wish to discuss your remaining academic requirements, please contact your Registrar.
NOTE: This notice does not guarantee graduation. Official degree conferral will not take place until all academic/enrollment/financial requirements have been met. Students may be required to make a “C” or better in certain designated courses specified in the college catalog and complete their program with a specific GPA. Sincerely, Registrar
Graduation Standing Notification-Awarded Condition
SHRDGMR_DEGS_CODE = EA (updated or inserted)
Subject Line
Update on Your Graduation Status
Variable
Student Email
(student first name student last name) < SHRDGMR_PROGRAM description (SMRPRLE_PROGRAM_DESC )>
Dear (student first name), We are pleased to inform you that the degree audit for your graduation application for < SHRDGMR_PROGRAM description (SMRPRLE_PROGRAM_DESC )> has been reviewed by appropriate personnel. We have awarded this credential because you have completed all graduation requirements. Congratulations on this significant achievement! Sincerely, Registrar
Example of Email with Comment entered by college:
DP WORKFLOW DESCRIPTION: The DP Workflow is initiated when a course is dropped with the DP code. The workflow sends an email to the student. NOTIFICATION ROLE ASSIGNMENT(S): Owner: Registrar PROCESS DIAGRAM:
EMAIL:
This term pulls for the latest term the student has academic history.
CHANGE OF PROGRAM (C OP) WORKFLOW Description: This workflow will trigger an email to a student when an end users enters a comment on SPACMNT with the comment type of COP and an origination code for their college. The email will tell the student that their Change of Program request that was submitted has been complete. IMPORTANT: The comment on SPACMNT must be entered the same day that the change of program has been completed so that the workflow knows which major description to pull into the email. NOTIFICATION ROLE ASSIGNMENT(S): Owner: Registrar PROCESS DIAGRAM:
EMAIL:
COLLEGE SPECIFIC SIGNATURE LINE FOR EMAIL: The signature line for the email is pulled from STVINIT.
College
Student Emails
BRCC
BR
BPCC
CA
CENLA
ER
DCC
FR
DELTA
JR
FTCC
GR
NSHORE
LR
NUNEZ
NR
NWLTC
MR
RPCC
OR
SCLTC
PR
SLCC
QR
SOWELA
RR
ADMISSIONS WORKFLOWS APPLICATION DECISION (COLLEGE NAME APP DE CISIONS; EXAMPLE BRC C APP DECISIONS)
DESCRIPTION:
The Application Decision workflow is initiated when a decision is enter or updated on a student’s SAADCRV record. The workflow sends an email to the student.
NOTIFICATION ROLE ASSIGNMENT(S): Owner: Admissions PROCESS DIAGRAM:
EMAIL(S): Decision 15
Decision 20
Decision 40
Decision 35 or 45
APPLICATION HOLD (COLLEGE NAME APP HOLD; EXAMPLE BRCC APP HOLD)
DESCRIPTION:
The Application Hold workflow is initiated when an applications add an H to the process field on SAAEAPS indicating that the student has an application hold. The workflow sends an email to the student.
NOTIFICATION ROLE ASSIGNMENT(S): Owner: Admissions PROCESS DIAGRAM:
EMAIL:
TRANSCRIPT EVALUATION (COLLEGE NAME EVAL T RANS; EXAMPLE BRCC E VAL TRANS)
DESCRIPTION:
The Transcript Evaluation workflow is initiated when a received date is entered on an RC% code on the SAAADMS checklist. The workflow sends an email to the student.
NOTIFICATION ROLE ASSIGNMENT(S):
Owner: Transfer Articulator Notification of Error: Transfer Articulator
PROCESS DIAGRAM:
EMAIL(S): Student
Transfer Articulator
APPENDIX A: HOW TO GET A WORKFLOW ACTIVATED
Submit an Enterprise Help Desk Ticket Include the following information: o Workflow Name o Date you would like the workflow activated
APPENDIX B: HOW TO REQUEST A ROLE FOR END USER OR TERMINATE ROLE
Submit an Enterprise Help Desk Ticket Include the following information: o End Users Name o End Users Banner ID o End Users Email Address Indicate if it is a new role or if you want to terminate a role
APPENDIX C: ACTIVE WORKFLOWS To view the active workflows for your college click on the following link: https://drive.google.com/file/d/0B4ObsdL6SmJ4bkFYZFdaanU1d1E/edit?usp=sharing
APPENDIX D: CURRENTLY ASSIGNED ROLES To view the currently assigned roles for your college click on the following link: https://drive.google.com/file/d/0B4ObsdL6SmJ4YXJPXzlybkFvY3M/edit?usp=sharing
