Designing Your Academic Structure

Set up your academic structure before using the full functionality of the Campus Solutions system. Make sure that you understand how the institution structures campuses, academic careers, academic organizations, academic departments or groups, and subject areas.

This chapter provides an overview of academic structure and discusses how to:

• Define academic institutions.

• Set up campuses.

• Define academic careers.

• Create career pointer exception rules.

• Define academic level and load rules.

• Define academic organizations.

• Define academic groups.

• Establish fields of study.

• Modify Classification of Instructional Programs (CIP) and Higher Education General Information Survey (HEGIS) codes.

• Define subject areas.

• (NLD) Define Dutch academic structure.

Understanding Academic Structure

The academic structure and its elements are the building blocks for an academic institution. This diagram illustrates an institution's academic structure at a high level:

Viewing academic structure from an institution perspective

You can have many campuses that are part of the academic institution. Academic programs are a part of academic careers and the academic institution. Subject areas are part of academic organizations and the academic institution. Academic plans and academic subplans are subdivisions of academic programs. Degree records are directly linked to academic plans. Courses and classes are subdivisions of subject areas and are directly linked to terms and sessions.

Defining Academic Institutions

To set up academic institutions, use the Academic Institution Table component (INSTITUTION_TBL).

An academic institution is an entity, such as a university or college, that runs independently from other like entities and has its own set of rules and business processes. Typically, you define just one academic institution, but you can define as many as you need. Throughout Campus Solutions, you use academic institutions as a key value to group data into tables and search against those tables to extract data.

This section lists prerequisites and discusses how to:

• Define the name and location of academic institutions.

• Set academic institution defaults.

• Set additional institution defaults and options.

• Activate set instructor workload.

• Set repeat-checking controls.

Prerequisites

You must decide whether you want a single or a multi-institution structure. Set up separate academic institutions only if the entities function as distinctly separate schools. Each academic institution must have these characteristics:

• Separate course catalogs and schedule of classes.

• Independent statistics and transcripts.

• Students who do not normally enroll in classes from one academic institution while attending another academic institution.

  For example, although you might have a law school that is a separate entity in many ways, the law students might sometimes enroll in graduate courses as part of their law careers.

Also, before establishing academic institutions, define these items:

• SetIDs

  A setID is used throughout Campus Solutions as a substitute for an academic institution or a student financials business unit. Instead of keying a number of tables by academic institution or business unit, the tables are keyed by setID, which enables institutions to share common codes, structures, and facilities.

• Grading schemes

  Grading schemes are the rules that the academic institution uses for assigning and converting grades.

• Country codes

  Country codes enable you to define the address for the academic institution in the address format appropriate for the country in which the academic institution is located.

See Also

Understanding Business Units

Designing Campus Community

Defining Grading Schemes

Pages Used to Define Academic Institutions

Defining the Name and Location of Academic Institutions

Access the Academic Institution 1 page.

Residency Required

Select to require residency data for students. Your selection appears in the Residency Required field on the Program 2 page for all academic programs within this academic institution. You can change the selection for specific academic programs. When you attempt to activate a student into a term, the Term Activation SQR process (SRTRMAC) checks whether a student’s academic program requires that the student have residency data in the system. If it does, and the student does not have residency data in the system, the Term Activation process does not activate the student into the term. This subsequently blocks the student from class enrollment and tuition calculation.

Country

Select the country where this academic institution is located. Exit the field to populate the page with variable address fields. The address fields that appear depend on the country selected. Enter the primary location of this academic institution into the applicable fields.

See Also

Setting Up Residency Rules

Entering Residency Data

Setting Academic Institution Defaults

Access the Academic Institution 2 page.

Transfer Grading Scheme	Select the default grading scheme that applies to courses that students transfer from external organizations to this academic institution. Your selection appears in the Grading Scheme field on the Organization Affiliation page, based on the academic institution that you select on that page.
Transfer Grading Basis	Select the default grading basis that applies to courses that students transfer from external organizations to this academic institution. Your selection appears in the Grading Basis field on the Organization Affiliation page, based on the academic institution that you select on that page.
School Grading Basis	Currently not in use.
Use SR Class Schedule Facility Conflict Checking	Select to indicate that the system uses internal facility conflict checking functionality for all campuses at this academic institution. The system checks for facility conflicts whenever a facility is booked for a class on the Meetings page or the Exam page of the schedule of classes components. The check box value migrates from the Installation page to the Academic Institution 2 page to the Campus Table page. The system uses the value on the Campus Table page during processing. Clear this check box on the Campus Table page to use an external facility conflict checking process. Note. This check box has no relation to the Check for Facility Conflict check box on the Facility Table page, which controls whether you can schedule multiple events in the same facility.
Print National ID on Enrl. Ver (print national ID on enrollment verification)	Select to have the system display the student's national ID on the enrollment verification report. The system selects this check box by default.

Course Defaults

Use this group box to set default values for the course catalog and schedule of classes pages. These default values ease data entry. You can override these default values for individual courses and classes.

Course Cancellation

See Also

Defining Facilities and Rooms

Setting Additional Institution Defaults and Options

Access the Academic Institution 3 page.

Attendance and Cohort Defaults

NSC Options

Use the NSC Options group box to define how the NSC Extract SQR process (SRNSLCEX) calculates a student’s anticipated graduation date (AGD) and to define the default Federal Interagency Committee on Education (FICE) code that is in the NSC extract for this academic institution.

LMS Options

Use the LMS Options group box to specify LMS file type default values and personal data extract parameters.

See Also

Tracking Attendance

Consolidating and Reporting Academic Statistics

Managing Biographical Information

Activating Set Instructor Workload

Access the Academic Institution 4 page.

See Also

Setting Up Instructor Workload

Setting Repeat Checking Controls

Access the Academic Institution 5 page.

Select Acad Prog During Enroll (select academic program during enrollment)

Select this check box to enable the Academic Program field on all enrollment pages that allow users to select an academic program to associate with each class. The field is only available within enrollment when a student is matriculated in more than one program. Clearing this check box hides the Academic Program field on all enrollment pages and associates the student's primary academic program with each class.

See Also

Setting Up Repeat Checking

Setting Up Student Administration Features

Access the Academic Institution 6 page.

Australia	Select to enable Australian DEST, HECS, Centerlink, and TAC functionality.
Canada	Select to enable Canadian government reporting.
New Zealand	Select to enable New Zealand Catalog, SDR, EFTS, StudyLink, and NZQA functionality.
Netherlands	Select to enable Netherlands Higher Education functionality.

See Also

(CAN) Setting Up Government Reporting

(NLD) Managing Student Higher Education Information

Setting Up Campuses

To set up campuses, use the Campus Table component (CAMPUS_TABLE).

A campus is an entity, usually associated with a separate physical administrative unit, that belongs to a single academic institution, uses the same course catalog, and produces a common transcript for students within the same academic career. Campus Solutions enable you to define as many campuses within an academic institution as necessary to meet your business needs.

This section lists prerequisites and discusses how to define campuses.

Prerequisites

Before you establish campuses, define these items:

• Establishment IDs.

  • In Human Resources, you use the Location Table component to define work locations, but you also use the Location Table component to define general campus locations within Campus Solutions.

    These campus locations are synonymous with central locations or addresses for the various campuses that comprise a college or university. If you have one main campus, you probably have a single location. However, if you offer classes in satellite locations, or if you have geographically separate entities that make up the institution, you must define multiple locations.

  • To add locations in Campus Solutions, you must create at least one establishment value.

    If you are implementing or have implemented Human Resources, these establishment values should be defined because the human resources department typically sets them up.

• Locations.

  You define the physical locations of the campuses at the institution on the Location Table page. Each location requires an establishment ID.

Page Used to Set Up Campuses

Defining Campuses

Access the Campus Table page.

Use SR Class Schedule Facility Conflict Checking

Select to enable the system to use internal facility conflict checking functionality for this campus. The system checks for facility conflicts whenever a facility is booked for a class on the Meetings page or the Exam page of the schedule of classes. The check box value migrates from the Installation page to the Academic Institution 2 page to the Campus Table page. The system uses the value on the Campus Table page during processing. Clear this check box on the Campus Table page to use an external facility conflict checking process. Note. This check box has no relation to the Check for Facility Conflict check box on the Facility Table page, which controls whether you can schedule multiple events in the same facility.

Valid Campus Locations

See Also

Defining Facilities and Rooms

Setting Up Campus Community and PeopleSoft Enterprise HRMS Shared Elements

Defining Academic Careers

To set up academic careers, use the Academic Career Table component (ACAD_CAREER_TBL).

This section provides an overview of academic careers and discusses how to:

• Describe academic career parameters.

• Set additional academic career parameters.

• Set up academic career pointers.

• Set repeat checking controls for academic careers.

Understanding Academic Careers

Academic career is a concept used in Campus Solutions to designate all course work undertaken by a student at an academic institution, which you group together in a single student record. For example, a university that has an undergraduate school, a graduate school, and several professional schools can define an undergraduate career, graduate career, and a separate career for each professional school (law, medical, dental, and so on). You might also make extended education or continuing education its own academic career, or make separate academic careers for every school or college at the undergraduate level.

Academic careers have these common characteristics:

• All credit is granted under a common unit type, such as semester hours or quarter hours.

• There is a single repeat scheme.

Use the Academic Career component to create and define academic careers and all the parameters of each academic career. Academic career values are delivered with the system as translate values. If, when you are establishing academic careers, you find that you must define more academic career values, add the new values to the translate table for academic careers. The translate table for academic careers is in the ACAD_CAREER field in PeopleSoft Application Designer.

Warning! For online analytical processing (OLAP) purposes, it is important to carefully consider the code that you assign to each academic career in the translate table. When you design OLAP cubes for PowerPlay—a third-party application delivered with Campus Solutions—avoid having the same code for more than one dimension of the cube. For example, you do not want to use the same code, such as LAU (liberal arts undergraduate), for the academic career and the academic program.

See Also

Setting Up Academic Careers and Academic Programs for Reporting

Understanding Consolidating and Reporting Academic Statistics

Pages Used to Define Academic Careers

Describing Academic Career Parameters

Access the Academic Career Table page.

Academic Plan Type	Select an academic plan type to indicate the highest level academic plan that is valid within this academic career—for example, Major, Minor, or Concentration. You can modify these translate values. There is no programming associated with this field, but the institution can define restrictions based on the value here. For example, if this value is set to Major for the undergraduate career, then students in that academic career could take academic plans involving majors, minors, and concentrations. But if this value is set to Concentration for the continuing education career, then the institution could create restrictions so that students in that academic career could not declare a major.
Grading Scheme	Select the grading scheme for this academic career. This grading scheme defines the valid grading bases for this academic career. The system displays this grading scheme by default on the Program 1 page for academic programs within this academic career. You can override the default grading scheme for each academic program. Define grading scheme values on the Grading Scheme Table page.
GB Default for Transfer Credit (grading basis default for transfer credit)	Select the default grading basis for credit transferred to this academic career. This grading basis appears by default on the Program 1 page, where you can override the value for academic programs within this academic career.
Default Grade-Transfer Credit	Select the default grade for credit transferred to this academic career. This grade appears by default on the Program 1 page, where you can override the value for academic programs within this academic career.
Default for Term Activation	Select either Term Begin Date or Term End Date. The value you select here determines the default value that appears on the Term Table page. The date specified determines the last date for which a student can be term activated.
Last Term for Hist Enrl Data (last term for historical enrollment data)	Select the last term for historical enrollment data. The system uses this value in conjunction with the values entered for a student on the Historical Course Enrollment page to determine which historical enrollment information gets printed on a student's transcript. This field restricts historical enrollment data to terms less than or equal to the value that you specify. Therefore, set this field value to the latest term possible for historical enrollment records. You can include historical enrollment on transcripts by selecting the corresponding option on the Enrollment/Statistics page of the Transcript Type component. Warning! The system populates the Last Term for Hist Enrl Data field with 0000. However, term 0000 does not allow historical enrollment data to appear on a transcript. If you want historical enrollment data to appear on a student's transcript, you must select another term value.

See Also

Getting Started with PeopleSoft Enterprise Student Financials

Preparing for Data Conversion

Defining Dynamic Academic Calendars

Creating Historical Enrollment Records

Designating Enrollment and Statistics Data

Setting Additional Academic Career Parameters

Access the Academic Career Table 2 page.

Term Unit Type	Select a term unit type to indicate what kind of units are calculated for this academic career. Values for this field are delivered with the system as translate values. These translate values can be modified. Note. When processing transfer credit between academic careers with different term unit types, use the Unit Conversion Table page first to set up unit conversion rules.
Primacy Nbr (primacy number)	Enter the primacy number for this academic career. The system uses the number to determine a student's primary academic career when you consolidate academic statistics. The system also uses the number to prioritize financial aid applications when students are enrolled in multiple academic careers at the same time. The lowest number takes precedence. Note. Coordinate the numbering with Financial Aid to avoid conflicts.
Holiday Schedule	Select the holiday schedule for this academic career. The holiday schedule prevents scheduling classes for this academic career on designated holidays. Campus Solutions and Human Resources share the same holiday schedule. Each division of the institution probably has entries on the calendar because the information contained on the calendar is used for different purposes. Calendars are used to schedule classes and events.
Graduate Level Indicator	Select to indicate that this academic career qualifies as graduate level for tax reporting purposes. You can then include this field in the NSC reporting process (by using the NSC Report page) to indicate on the NSC Extract report whether a student was enrolled at the graduate level during a reporting period or term. Otherwise, this field is informational only, and the institution can use it for various reporting purposes. Note. The NSC offers an optional service to institutions to assist them in fulfilling the reporting guidelines of the Taxpayer Relief Act of 1997. NSC member schools that choose to use this service are required to add a graduate level indicator to their reports, and should therefore select this option and select the corresponding option on the NSC report page.
Use Dynamic Class Dates	Select to make available the Dynamic Date page of the Academic Program Table component. You use the Dynamic Date page to set up reasons and penalties for canceling, withdrawing from, and dropping classes. These reasons and penalties relate to the corresponding landmark date deadlines on the dynamically calculated academic calendars, and they apply to students according to their academic program.
Dynamic Class Date Rule	Select a dynamic date rule to have the system assign that rule to all course offerings that you tie to this academic career. You can override this default rule on an offering-by-offering basis through the Offerings page. This field prompts you with only the dynamic class date rules that have not been designated for OEE enrollment on the Dynamic Class Dates page.
Allow OEE Enrollment (allow open entry/exit enrollment)	Select to have all course offerings that you tie to this academic career permit, by default, the scheduling of OEE class sections. You can override this default on an offering-by-offering basis on the Offerings page of the Course Catalog component. If you select this check box, the OEE Dynamic Date Rule field becomes available.
OEE Dynamic Date Rule (open entry/exit dynamic date rule)	An OEE dynamic date rule is a dynamic class date rule that has been designated for OEE enrollment. The enrollment engine uses the OEE dynamic date rule to calculate significant class dates for a student whenever a student enrolls in an OEE class. This field is available for edit only if you select the Allow OEE Enrollment check box on the preceding page of this component. Select an OEE dynamic date rule to have the system assign that rule to all course offerings that you tie to this academic career. You can override this default rule on an offering-by-offering basis through the Offerings page of the Course Catalog component. This field prompts you with only the dynamic class date rules that have been designated for OEE enrollment on the Dynamic Class Dates page.
Edit Advisor Against	Indicate which view the system should use when prompting you to assign an advisor for a student in this academic career. You assign advisors to students on the Student Advisor page. Your selection here appears on the Program 2 page. Select from these options: Personal Data: Prompts against all people with a PERSONAL_DATA record in the PeopleSoft system. Instructor Advisor: Prompts against all people defined as instructors and advisors on the Instructor/Advisor Table page, as defined for this academic career. Advisor Role: Prompts against all people defined as advisors on the Instructor/Advisor Table page, as defined for this academic career.

See Also

Defining Dynamic Academic Calendars

Preparing for the Course Catalog and Schedule of Classes

Consolidating and Reporting Academic Statistics

PeopleSoft Enterprise Human Resources Management System documentation

Setting Up Academic Career Pointers

Access the Academic Career Pointers page.

On the Career Pointer Exception page, you can set specific exceptions to the academic career pointers on the Academic Career Pointers page. For example, you might want to set the academic career pointers for the undergraduate career so that undergraduate students can, with permission, enroll in graduate, graduate business, and law courses; can always enroll in undergraduate and continuing education courses; and can never enroll in courses from any other academic career.

Note. Enter values for all possible academic careers, including the ones in which the student cannot enroll in courses. Although the system permits you to omit academic careers in which the student cannot enroll, PeopleSoft does not recommend this practice.

Setting Repeat Checking Controls for Academic Careers

Access the Repeat Checking page.

See Also

Setting Up Repeat Checking

Setting Up Self-Service Options

Access the Self Service Options page.

Self Service Enrl Appt Edit (self-service enrollment appointment edit)

Select one of the following options: Enrollment Engine Only: Select this option to have the enrollment engine enforce enrollment appointments in self-service enrollment only when a student submits an enrollment request with an action of enroll or swap for processing by the enrollment engine. Online and Engine: Select this option to have the system validate enrollment appointments in self-service enrollment when a student selects a term on the Select Enrollment Term Search page, and when the student enters or selects a class number on the Add Classes, Drop/Update Class, or Swap Classes pages. If the student does not have a valid enrollment appointment or if the open enrollment period for the session that the student is trying to enroll in has not yet begun, these edits prevent the student from submitting enrollment requests. When a qualifying student does submit an enrollment request with an action of enroll or swap, the enrollment engine still enforces enrollment appointments during processing. The system selects this option by default. Note. Modification of these translate values requires significant programming effort.

Creating Career Pointer Exception Rules

To set up career pointer exception rules, use the Career Pointer Exception Rule component (CAR_PTR_EXCEPTIONS).

This section provides an overview of career pointer exception rules and discusses how to define career pointer exception rules.

Understanding Career Pointer Exception Rules

Career pointer exception rules enable you to define exceptions to the regular academic career pointer guidelines from the Academic Career Pointers page. When students in academic programs with career pointer exception rules attempt to enroll in courses, the enrollment engine looks at the career pointer exception rule as defined on the Career Pointer Exception Rule page before proceeding to the academic career pointers as defined on the Academic Career Pointers page.

You can create career pointer exception rules to define the academic groups, subject areas, and catalog numbers into which a student can enroll. Then you can connect these career pointer exception rules to academic programs as necessary. Career pointer exception rules are connected to academic programs with the Career Pointer Exception Rule field on the Program 2 page. If there is no value in that field, the enrollment engine checks only the academic career pointer guidelines.

This list summarizes the system checks that occur during enrollment engine processing:

1. The enrollment engine checks the academic group, subject area, and catalog number of the requested course against the values entered on the Career Pointer Exception Rule page.

   The enrollment engine verifies that the catalog number of the requested course is less than or equal to the maximum catalog number for that academic group and subject area combination. If the enrollment engine finds no match, the check proceeds to the next step.

2. The enrollment engine checks the academic group and subject area of the requested course plus a catalog number with a value of null against the values entered on the Career Pointer Exception Rule page.

   The enrollment engine verifies that the catalog numbers for that entire academic group and subject area combination have not been restricted. If the enrollment engine finds no match, the check proceeds to the next step.

3. The enrollment engine checks the academic group of the requested course, a subject area with a value of null, and the catalog number of the requested course against the values entered on the Career Pointer Exception Rule page.

   The enrollment engine verifies that the catalog number of the requested course is less than or equal to the maximum allowable catalog number of that academic group. If the enrollment engine finds no match, the check proceeds to the last step.

4. The enrollment engine checks the academic group of the requested course, subject area with a value of null, and a catalog number with a value of null against the values entered on the Career Pointer Exception Rule page.

   The enrollment engine verifies that all subject areas and catalog numbers for the entire academic group have not been restricted. If the enrollment engine finds no match, it uses for the enrollment request the academic career pointers as defined on the Academic Career Pointers page.

This series of checks assures that the student, according to her or his academic career, is permitted to enroll in the requested course.

Page Used to Create Career Pointer Exception Rules

Defining Career Pointer Exception Rules

Access the Career Pointer Exception Rule page.

Academic Group	Select the academic group in which a student can request a course.
Subject Area	Select the subject area within the academic group in which a student can request a course. To indicate all subject areas, leave this field blank. Otherwise, insert rows to specify each subject area within the academic group for which you want to create a rule.
Catalog Nbr (catalog number)	Enter the maximum catalog number within the subject area or academic group in which a student can request a course. To indicate all catalog numbers within a subject area or academic group, leave this field blank.
Allow Enrollment	Select whether a student is permitted enrollment in courses that match the criteria specified in the previous fields. Allow enrollment values are delivered with the system as translate values. Values are: Yes, No, and Permission. Selecting Permission requires the student to have a general permission or a student-specific permission at enrollment time.
Grading Basis Mapping Rule	Select the grading basis mapping rule for these requested courses. Define grading basis mapping rule values on the Grading Basis Exception Rule page. The system uses the grading basis mapping rule to translate grades earned in another academic group to valid grades within a student's academic career.

See Also

Understanding Class Permissions

Defining Grading Basis Exception Rules

Defining Academic Level and Load Rules

To set up academic level and load rules, use the Level/Load Rules Table component (LVL_ST_RULE_TBL).

Use the Level/Load Rules component to define academic level and academic load rules for every academic career at your institution. Various system processes use these rules to determine a student’s academic level and academic load—processes such as class enrollment, financial aid reporting, and consolidating academic statistics.

This section discusses how to:

• Define academic level and load determination values.

• Define level rules.

• Define load rules.

• Define contiguous term load rules.

See Also

Managing Financial Aid Terms

Consolidating and Reporting Academic Statistics

Pages Used to Define Academic Level and Load Rules

Defining Academic Level and Load Determination Values

Access the Level/Load Rules Table page.

Status	Select a status for this academic level rule. Select Active when adding a new academic level rule. Select Inactive only if your institution no longer uses this academic level rule.
Description and Short Description	Enter a description and short description for the academic level rule.
Level Determination	Select how the academic level is determined for a student’s STDNT_CAR_TERM record during term activation (in the background or online). Levels can be calculated in one of four ways: Base on Units: Select to have the system assign an academic level based on the student’s cumulative units (those designated as earn credit). The system includes articulated transfer units in this count. Default: Select to have the system assign an academic level for each term based on the previous STDNT_CAR_TERM record academic level. If you select this value, the system requires you to enter a value in the Default Academic Level field. Manually Input: Select to manually assign an academic level for each student and each term on the Term Activation page. After you manually assign an academic level for the student’s initial term activation record, the original value automatically copies forward (and never increments) during all future online or batch term activation processes. For some programs, this may be the behavior that you want (for example, Graduate is an academic level that you may want to always assign to graduate students, regardless of their progress). On the other hand, you may have programs to which you want to initially assign the value manually but also to manually update it each term. Warning! If you select Manually Input you must assign an academic level on the Term Activation page. Although students in programs assigned to a manual level and load rule can be included in the batch process (depending on the selection criteria used), the process assigns a system generated level value of NST. Term Progression: Select to have the system assign academic level based on the student’s cumulative terms. The system counts all terms that have a STDNT_CAR_TERM record. The system includes transfer terms that have term activation records in this count.
Default Academic Level	This is a required field if you selected Default in the Level Determination field. The system assigns this default value to the STDNT_CAR_TERM record during term activation in the event that no prior STDNT_CAR_TERM record exists from which the system can copy the academic level. Values for this field are delivered with your system as translate values. You can modify these values.
Load Determination	Select how the system calculates academic load. Academic load can be entered manually for a student on the Term Activation page. Select one of the following options: Base on Units: Select to have the system assign an academic load based on the student’s cumulative units (those designated as earn credit). The system includes articulated transfer units in this count. Default: Select to have the system assign an academic load for each term based on the previous STDNT_CAR_TERM record academic load. If you select Default, the system requires you to enter a value in the Default Academic Load field. Manually Input: Select to manually assign an academic load for each student and each term on the Term Activation page. (AUS) Units By Level: You must select this value for all academic level rules that use the HECS feature. Defining units by level is required before you can calculate a student's HECS load factor. Selecting this value enables the Level Dependent Load Rules page, which you will use instead of the Academic Load Table page.
Default Academic Load	This is a required field if you selected Default in the Load Determination field. The system assigns this default value to the STDNT_CAR_TERM record during term activation in the event that no STDNT_CAR_TERM record exists from which the system can copy the academic load. Values for this field are delivered with your system as translate values. You can modify these values. When you run the Consolidate Academic Statistics process for an academic statistics period for which you have set the Academic Load Rule field on the Academic Statistics Period page to Term Load Rule Applies, and you have set the Load Determination field on this page to Base on Units, the process uses the academic load rules from the Academic Level Table page to determine a student’s academic load, National Student Clearinghouse (NSC) academic load, and financial aid load. If you have set the Load Determination field on this page to Manually Input or Default, the Consolidate Academic Statistics process uses the student’s career-term record or the value in the Default Academic Load field to determine the student’s academic load (regardless of the setting for the Academic Load Rule field on the Academic Statistics Period page).

Defining Level Rules

Access the Academic Level Table page.

Cum Units/Terms (cumulative units/terms)	Enter the minimum number of cumulative units or terms that the system requires before it assigns a student to a corresponding academic level. The system uses only these values if you select Units or Terms on the Level/Load Rules Table page.
Academic Level	Select an academic level for each increment of cumulative units or terms that you want to associate with this level and load rule. Values for this field are delivered with your system as translate values. You can modify these values.
NSLDS Loan Year (National Student Loan Data System loan year) and Direct Lending Year	Select the NSLDS loan year and direct lending year values that correspond to each academic level that you define. The PeopleSoft Financial Aid application references these values during the FA Term Build (financial aid term year) process.

Defining Load Rules

Access the Academic Load Table page.

The Consolidate Academic Statistics process uses these rules to determine a student’s academic load when processing an Academic Statistics Period where the academic load rule value = Term Load Rule applies.

Note. Multiple views of this page are available by clicking the tabs in the scroll area. We document fields that are common to all views first.

NSC Tab

Select the NSC tab.

NSC Academic Load (National Student Clearinghouse academic load)	Select the academic load value that your institution reports to the NSC. Values for this field are delivered with your system as translate values. You can modify these values.
Course Load Pct (course load percent)	Enter the course percentage for the NSC academic load. For example, if you have selected Half-Time for your NSC academic load, enter 50 (50 percent).

Defining Contiguous Term Load Rules

Access the Statistics Period Load page.

The Consolidate Academic Statistics process uses the rules on this page to determine a student’s academic load when processing an Academic Statistics Period where the academic load rule value = 'Contiguous Terms'.

Note. For the Consolidate Academic Statistics process to effectively combine a student’s academic loads for contiguous terms, be sure that you define contiguous term academic load rules for every academic level rule at your institution.

Defining Academic Organizations

To set up academic organizations, use the Academic Organization Table component (ACADEMIC_ORG_TBL).

This section provides an overview of academic organizations and discusses how to:

• Modify academic organizations.

• Designate financial ownership for academic organizations.

• Designate human resource ownership for academic organizations.

Understanding Academic Organizations

Academic organization structure defines how an academic institution is organized from an administrative perspective. At the lowest level, an academic organization can be compared to an academic department. At the highest level, an academic organization can represent a division.

Before you begin using academic organizations, you must first use PeopleSoft Tree Manager, accessed through PeopleTools, to define the academic organizations themselves, the hierarchy and levels of each academic organization, and the relationship between academic organizations in the hierarchy. One of the primary uses of the tree is to partition an academic institution for security purposes, controlling such areas as a user’s access to course catalog data. The number and names of the levels in the academic organization tree can be revised by the institution by using PeopleTools.

Use the Academic Organization component to modify academic organization descriptions and to link each academic organization to one or more financial support or human resources departments on a percentage ownership basis. These relationships are used to report, analyze, and distribute revenue and workload credit.

See Also

Securing Academic Organizations

Enterprise PeopleTools PeopleBook: PeopleSoft Tree Manager

Pages Used to Define Academic Organizations

Modifying Academic Organizations

Access the Academic Organization Table page.

Warning! If you are adding new academic organizations directly to this page, the academic institution value on the academic organization record must be the same as the academic institution that owns it in the academic organization tree. If these two values are not synchronized, security and reporting are adversely affected. PeopleSoft therefore recommends that you add new academic organizations through PeopleSoft Tree Manager.

The system populates the Effective Date, Status, Description, Short Description, Formal Description, Academic Institution and Campus fields from the academic organization tree in PeopleSoft Tree Manager.

Edit Instructor Against

In this group box, select the view that the system should use when users search for an instructor to assign to classes while scheduling classes. Options are:

Assign Instructor By

If you select the Instructor Advisor option in the Edit Instructor Against group box, the Assign Instructor By group box becomes available. Select how the institution wants to assign instructors for this academic organization. You can select one, none, or any combination of these three options: Campus, Subject, and Course. If you select none of these options, the instructor advisor edit applies to all courses within this academic organization.

Remember that for whichever options you select, you must define these same options for each instructor on the Approved Courses page of the Instructor/Advisor Table component. Only then does the instructor's name appear as a choice for the Instructor ID field on the Meetings page or Exam page when you schedule classes. For example, if you select the Subject and Campus options, you must enter values for both the Subject and Campus fields on the Approved Courses page to make the instructor approved and available for instruction.

Warning! Changing the saved selection for the Edit Instructor Against or Assign Instructor By group boxes removes an instructor's course rows on the Approved Courses page for the academic organization. The system, however, does maintain the rows for other academic organizations.

See Also

Designating Approved Instructors and Advisors

Designating Financial Ownership for Academic Organizations

Access the Acad Organization FS Owner page.

Designating Human Resource Ownership for Academic Organizations

Access the Acad Organization HR Owner page.

Defining Academic Groups

To set up academic groups, use the Academic Group Table component (ACADEMIC_GROUP_TBL).

This section provides an overview of academic groups and discusses how to:

• Describe academic groups.

• Link academic career catalog numbers to academic groups.

• Define standard class meeting patterns.

Understanding Academic Groups

Academic groups are the highest level breakdowns of the academic institution for academic structural purposes. Often each school or college within an academic institution is defined as an academic group. Sometimes units such as extended education are defined as an academic group if classes are offered separately from the standard colleges or schools. For example, PeopleSoft University comprises the College of Liberal Arts, the College of Engineering, the School of Law, the School of Education, and the Evening Extension Division. Each entity is defined as an academic group in the system. Academic groups can offer academic programs in more than one academic career, and academic careers can cross academic groups. In the previous example, the College of Liberal Arts and the College of Engineering contain both undergraduate and graduate academic careers, but the School of Law contains only one academic career, which is not shared with any other academic group.

To link an academic group to an academic institution and an academic organization, add the academic group through the Academic Group Table component and add the academic group as a child node to academic institutions and academic organizations in PeopleSoft Tree Manager—one aspect does not update the other aspect. In PeopleSoft Tree Manager, every node is defined by its relation to other nodes. In most cases, academic groups are defined as the next level of academic organization structure below academic institution. However, academic groups can occur at any level within the academic organization structure. It is not essential for academic groups to follow the same hierarchical structure as academic organizations. Although this is the case for most institutions, some might want to use academic groups and academic organizations to represent different dimensions of a matrix organization. In such a case, academic groups would not be child nodes in the academic organization tree but rather set apart as nodes at the same level as academic organizations.

Use the Academic Group Table component to define academic groups and link academic careers and standard class meeting patterns to them.

Pages Used to Define Academic Groups

Describing Academic Groups

Access the Academic Group Table page.

Course Defaults

Use the Course Defaults group box to set default values for the course catalog and schedule of classes pages. The fields in this group box are to ease data entry. You can override these default values for individual courses and classes.

Linking Academic Career Catalog Numbers to Academic Groups

Access the Academic Career Level Table page.

Academic Career

Select the academic career that you want to link to this academic group. Insert additional rows to enter all academic careers that you want to link to this academic group.

Catalog Nbr To (catalog number to)

For each academic career that you link to this academic group, enter the course number immediately after the highest possible course catalog number for that academic career. For example, if the highest possible course catalog number within the College of Liberal Arts for the undergraduate academic career is 299, enter 300 in the field. Likewise, if the highest catalog number for the graduate academic career is 599, enter 600 into the field. The number that you enter defines the lowest possible catalog number for the subsequent academic career within this academic group. In this example, 300 would be the first catalog number of the graduate academic career within the College of Liberal Arts. When you create a new course offering on the Offerings page of the Course Catalog component, the system displays the academic career value based on the academic career and catalog number combinations from this page. In the preceding example, if you create a course within the College of Liberal Arts with a catalog number of 300, the system displays the academic career Graduate. If the catalog number is 299, the system displays the academic career Undergraduate.

Defining Standard Class Meeting Patterns

Access the Standard Meeting Patterns page.

Standard Meeting Pattern	Enter a code to represent the standard class meeting pattern for this academic group. Insert additional rows to add more standard meeting patterns for this academic group.
Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, and Sunday	Select the appropriate days of the week for this standard meeting pattern.
Normal Class Duration	Enter the number of minutes for each class in this standard meeting pattern.

Establishing Fields of Study

To set up fields of study, use the Field of Study Table component (STUDY_FIELD_TABLE).

This section lists the page used to establish fields of study.

Page Used to Establish Fields of Study

Modifying CIP and HEGIS Codes

To set up CIP and HEGIS codes, use the CIP Code Table component (CIP_CODE_TABLE) and the HEGIS Code Table component (HEGIS_CODE_TABLE). Use the SSR_CIP_CODE_TABLE and SSR_HEGIS_CODE_TABLE component interfaces to load the data into the tables for these component interfaces.

CIP and HEGIS codes are delivered with the system. You can modify descriptions of the codes and add new codes through the CIP Code Table page and the HEGIS Code Table page. This section discusses how to modify CIP and HEGIS codes.

Pages Used to Modify CIP and HEGIS Codes

Modifying CIP Codes

Access the CIP Code Table page.

Modifying HEGIS Codes

Access the HEGIS Code Table page.

(NLD) HEGIS Code Information

Defining Subject Areas

To set up subject areas, use the Academic Subject Table component (SUBJECT_TABLE).

This section provides an overview of subject areas and discusses how to:

• Describe subject areas.

• Define subject area taxonomy.

• Define subject and component multipliers.

Understanding Subject Areas

Subject areas are the specific areas of instruction in which courses are offered within academic organizations. For example, when a course is identified as Math 101, math is the subject area. Subject areas are tied to the academic organization tree by the academic organization data for each subject area and by detail nodes for academic organizations in PeopleSoft Tree Manager. Subject areas are also tied to courses, which you link to later when developing the course catalogs.

Before using subject areas, use PeopleSoft Tree Manager, accessed through PeopleTools, to define the academic organizations and to create a hierarchical representation of subject areas by linking subject areas as detail nodes to the academic organizations. One of the primary uses of defining subject areas as detail nodes on the academic organization tree is to limit access to academic subjects.

See Also

Securing Your Academic Institution

Enterprise PeopleTools PeopleBook: PeopleSoft Tree Manager

Pages Used to Define Subject Areas

Describing Subject Areas

Access the Academic Subject Table page.

External Subject Area	Currently not in use.
Academic Organization	Select the academic organization that offers courses in this subject area. Any academic organization entered here should also have a detail node associated with it for this subject area on the academic organization tree.
Use Blind Grading	Select to indicate that blind grading be used for every course within this subject area. This serves as the default value and can be changed on a course-by-course basis on the Offerings page of the Course Catalog component. Blind grading enables you to create a grade roster with randomly generated numbers rather than student IDs.
Split Ownership	Select to designate multiple academic organization owners for this subject area. If you select this check box, the Academic Organization field and the Percent Owned field become available for edit.

Defining Subject Area Taxonomy

Access the Subject Taxonomy page.

Defining Subject and Component Multipliers

Access the Subject Workload page.

See Also

Setting Up Instructor Workload

Tracking Instructor Workload

(NLD) Defining Dutch Academic Structure

To set up Dutch academic structure, use these components: Cluster Code Table NLD (SSR_CLUST_CD_NLD), GBA Country Code Table (SSR_COUNTRY_NLD), MBO Code Table NLD (SSR_MBO_CD_NLD), BRINcode Table NLD (SCC_BRINCODE_NLD), GBA Nationality Code Table (SSR_NATIONAL_NLD), and Prior Education Table NLD (SSR_PRE_EDU_NLD).

This section discusses how to define values that set up academic structures in the Netherlands.

Pages Used to Define Dutch Academic Structure