UCT Student System Documentation

2014 Return form to: The End User Support Administrator, Room 5.15, Level 5, New Student Administration Building, Middle Campus or Email sss-helpdesk@uct.ac.za Page 1 of 16

Student Systems training booking form (PS01)

This form may be accessed via (http://www.uct.ac.za/depts/sapweb/forms/forms.htm), under the heading

Student Systems training booking form (PS01). This form is for users who require access to any of our systems functions and for registration on relevant

training courses.

I, ________________________, hereby declare that I am a bona fide student systems user and I agree to abide by the following university regulations:

All information is strictly confidential and will be used for internal purposes only

Training uses real data; it is a necessary requirement that the privacy of data on individuals is respected in training or production environments.

I will not release student information to the general public.

I will ensure that adequate security measures are adhered to when accessing information.

I will not leave my computer unattended while logged on the system.

I will not disclose my password nor will I access the system under a false name or password.

I will not attempt to access files to which I do not have rights, and I will not circumvent the security features designed into the system.

I will use the system for official business only.

I will notify Management in case of any security breach incident.

I consent to the monitoring of my data and processes by UCT. I understand that if I or my User ID is suspected of misuse or abuse, investigation may be undertaken.

I have read and understood the above agreement policies and guidelines.

Applicant Signature: Date:

Applicant details

Title: Ms/ Mr/ Mrs/ Prof/Dr Surname: First name:

Position/Job Title: Staff number:

Telephone: E-mail:

Room Number: Network ID:

Department: Department Org. Code:

Building Name & Campus: Have you studied at UCT in the past? Yes No

Are you a current UCT student? Yes No If Yes, what is your Student number?

Are you a temporary staff member? Yes No What is your start and end date of employment at UCT?

Start:

End:

What is your student number if you are a current or past student?

Please provide your maiden (or different) name, if you studied at UCT under a different name in the past

UCT Student System Documentation

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Section to be completed by line manager

I, ______________________, as Head of Department confirm that:

The requested training and resultant access to information and functionality on the system is in accordance with this applicant’s departmental responsibilities;

I understand no access will be given if this form is not submitted completely and accurately;

I will free up the applicant to receive training in accordance with his/her departmental responsibilities;

I accept that the fund number ………………………and cost centre….….…………..can be debited as a “no show” penalty.

An amount of R250 will be charged if training is missed, or withdrawn from, less than forty eight hours in advance.

Line manager responsible for approving system access as requested

Authorised by (Name & Surname):

Date:

Signature:

E-mail address:

A user will not be granted access to the Student Information System if they have not attended the necessary training.

It is the responsibility of the user to ensure that they are booked on the training.

See the Student System Support web site http://www.sss.uct.ac.za for information such as the Student Information System training calendar, booking procedures, venues, directional maps and contact details.

FOR OFFICE USE ONLY

Full Name Date Signature on completion

Profile Created/Modified

Roles updated

Row level security updated

Account Changes Active

User informed

UCT Student System Documentation

2014 Return form to: The End User Support Administrator, Room 5.15, Level 5, New Student Administration Building, Middle Campus or Email sss-helpdesk@uct.ac.za Page 3 of 16

Instructions

Please tick (√) the appropriate check box to indicate what your training needs are. To save the environment, please send SSS only the first four (4) pages

Course Names

ACADS01

PeopleSoft Self Service for Academics

INTRO100

Comprehensive Introduction to PeopleSoft

GLG100

3C’s – Communications, Checklists and Comments

GLG101

Communication Generation letter Setup

MCC100

Viewing Campus Community information

MCC101 Maintaining

Campus Community information

ENR100

Student Registration and Records Maintenance for Beginners- Faculties

ENR101

Viewing Student Program and Plan Information

ENR102

Student Tribunal Data Entry for the Legal Secretariat

BO101

Business Objects Training – Student Records

SOC100

Schedule of Classes (New Users)

SOC101 Schedule of

Classes for Health Sciences Only

SOC102

Student Self Service Procedures Manual

MP100

Marks Processing

MP101

Marks Processing for Continuing Education

FDC100

Faculty Data Capturing Basic

FDC101

Faculty Data Capturing Plus

ADM100

Application Capturing for Central Admissions

ADM101

NSC Upload Process

ADM102

View Admissions Information

ADM103

Application Processing for faculties

ADM104

NBT Upload Processing

ADM105

Search Match & Organisation Data

BO100

Business Objects Training - Admissions

IAPO100

Pre-registration course for temporary assistants

IAPO102

Semester Study Abroad Applications Processing - IAPO

IAPO103

Capturing Organisation Data - IAPO

MCS100

Manage Clubs and Societies

MDU100

Disability Unit training

EXAMS100

Marks Upload Process – Exams Office

EXAMS101 Supplementary and Deferred Examination Enrollment Process – Exams Office

EXAMS102

Exams Extract (Syllabus Plus)

RAC100

RAC Process for Student Records

YEP100

Year End Processing and Degree Certificate Printing- Faculties

YEP101

Degree Certificate Printing for Student Records

YEP102

Graduate Research Management

YEP103

Graduation Tracking

PSE100

PeopleSoft Extracts (Alumni)

SSS100

Student Self Service

IAT100

Internal Audit training

CED100

Short Course training for Commerce

CED101

Short Course training for Engineering and the Built Environment

CED102

Short Course training for Health Sciences

CED103

Summer Term Processing

CED104

Short Course training for Humanities

CED105

Short Course training for Law

CED107

Third Term Processing- Faculties

SRO100

Student Records Assistants training

UCT Student System Documentation

2014 Return form to: The End User Support Administrator, Room 5.15, Level 5, New Student Administration Building, Middle Campus or Email sss-helpdesk@uct.ac.za Page 4 of 16

SRO101

Maintaining Course Catalog Information

SRO102

Student Records Master Data training

SRO103

Year End Results Mailers

SFA- FAO100 Student Financial Aid (SFA)

SFA-Call 100 Student Financial Aid

SFA-Asst 100 Student Financial Aid (SFA)

SFA-Coordinator 100

Student Financial Aid (SFA)

SFA-Manager 100 Student Financial Aid (SFA)

PFO-Clerk 100 Student Financial Aid (SFA)

PFO-Asst 100 Student Financial Aid (PFO)

PFO-Manager 100 Student Financial Aid (PFO)

SFA-SA100 Student Financial Aid (SFA)

PFO-PDOC 100 Student Financial Aid (SFA)

SFA & PFO Allowances Management100

SFA-MDS100 Student Financial Aid (SFA)

SFO100 Student Financials Overview

SFO-PROFORMA Student Financials Proforma Invoice

SFO101 Manage Student Financials

SFO102 Cross Functional Access

SFO103 Create & Maintain Course & Program Fees

SFO104 Maintain Student Account

SFO105 Group Capture & Processing

SF-COL Collections

SF-EXB External Bursars

SF-CASH Cashiering

CED-CASH Cashiering

CED108 Fees Overview, Charging Fees, Payments & Refunds

IAPO104 Fees Overview, Charging Fees, Payments, Refunds and IAPO Proforma

GLG100

Funding Offices (SFA,PFO &Fees)

RFO100

Residence Facilities Officers

RFA100 Residence Facilities Assistants

FDA100

Residence Front Desk Assistants

RMS100

Housing Master Data Set up processes

SHAAS100

Housing Communication Set up

SHAAS101

Student Housing Admissions and Advocacy processes

VAC100

Vacation Accommodation Office processes

UCT Student System Documentation

2014 Return form to: The End User Support Administrator, Room 5.15, Level 5, New Student Administration Building, Middle Campus or Email sss-helpdesk@uct.ac.za Page 5 of 16

Instructions

Course descriptions – For information only

ACADEMIC ADMINISTRATION

Course Number

Course Description Duration Target Audience

ACADS01 PeopleSoft Self Service for Academics

Pre-requisite – NONE - This course is aimed at Academics. Changing your PeopleSoft password. Looking up student information (holds, to do lists; individual student academic records. Viewing the following student contact details: addresses, classes, emergency contacts, grades, telephone numbers, unofficial transcripts, course lists, course catalogue, schedule of classes, course numbers and setting user preferences for academic self service. viewing Admissions information for curriculum advisors.

2 hours Academics Curriculum Advisors

INTRO100 Comprehensive Introduction to PeopleSoft

Pre-requisite to ALL courses This revised course covers clearly defined responsibilities for PeopleSoft training and Security/Authorisations. A comparison between the traditional Academic Structure at UCT and the PeopleSoft Academic Structure. Basic PeopleSoft terminology. Hands on PeopleSoft navigation. View student information. End user support. PS Self Service for Staff, View and Maintain Campus Community course content has been added to this course. Viewing student fee accounts. When you book on this course, please indicate whether you need view campus community or maintain campus community.

3 hours All Student System Support permanent or temporary staff.

GLG100 3C’s – Communications, Checklists and Comments

Pre-requisite: INTRO100 Communication Generation is a generic 3C’s course. This course will deal with the process of requesting an identified set of communications, checklists management (Adding a list of requirements from an applicant/student, recording concessions for students such as a Thesis or dissertation title, supervisors, leave of absence and accommodation information for extra time in exams and Running a concessions report). Adding/updating of Thesis or dissertation titles, supervisors and viewing of accommodation information for extra time in exams. Adding Comments. It covers various ways of assigning communication record for an applicant/student and the running of the Communication Generation process. When you book on this course, please indicate whether you need to view concessions or maintain concessions

4 hours All faculty staff

GLG101 Communication Generation letter Setup

Pre-requisite:INTRO100 The course enables a Super User to setup a letter template, letter codes, report names and making changes to existing Letter codes. Linking a letter code to a Communication context. Create a Communication Speed Key. Setting up Event ID’s, Triggers and removing triggers. Adding event id to the event 3C groups.

3 hours 3C Super Users

MCC100 Viewing Campus Community information

Pre-requisite: INTRO100 Viewing Bio/Demographic Data. Health Data. Identification Data. Participation Data. Services Data. Foreign Nationals Data. Service Indicators.

1 hour Only separate for staff who did not attend COMPREHENSIVE Introduction to PeopleSoft

MCC101 Maintaining Campus Community

Pre-requisite: INTRO100 Maintaining Bio/Demographic Data. Health Data. Identification Data. Participation Data. Services Data. Foreign Nationals Data. Service Indicators.

1 hour Only separate for staff who did not attend COMPREHENSIVE Introduction to PeopleSoft

UCT Student System Documentation

2014 Return form to: The End User Support Administrator, Room 5.15, Level 5, New Student Administration Building, Middle Campus or Email sss-helpdesk@uct.ac.za Page 6 of 16

Course Number

Course Description Duration Target Audience

ENR100

Student Registration and Records Maintenance for Beginners- Faculties

Pre-requisite: INTRO100, ADM102 Day 1 Matriculating and Term Activation, Enrolling Students into Classes, Using Quick Enrol to make changes, Decant Process, Override Functions and Edit Fields in Quick Enrol Block Enrollments (for super users only) and Registration Form Production. Day 2 Setting Academic Levels, Changing and adding Student Plans, Changing Programs, Processing a Term and Session Withdrawals, Discontinuing a Student, Leave of Absence procedures, Cancellation of Registration procedures, Overriding Grades in PeopleSoft Processing credits, Upgrading and downgrading a student from one program to another Useful Student Records Reports and Queries and Business Objects Reports

2 full days

Faculty Users GSB staff

ENR101 Viewing Student Program and Plan Information

Pre-requisite: INTRO100 Viewing the Student Program/Plan page Requesting a Term Achievement Extract Report Requesting an Academic Standing Report

Not offered as separate classroom training

All staff

ENR102 Student Tribunal Data Entry for the Legal Secretariat

Pre-requisite: INTRO100

Entering an Academic Standing code on a student’s record. Adding a Negative Service Indicator onto a student’s record. Entering Transcript Text on a student’s record Releasing a Service Indicator from a student’s record Deleting Transcript Text from a student’s record

2 hours Legal Secretariat

BO101

Business Objects Training – Student Records

Pre-requisite: None Business Objects allow UCT staff to request, manipulate and view large reports more efficiently

No Training Faculty Users

SOC100 Schedule of Classes (New Users) Note: For users who use (including certain Health Sciences departments) Syllabus Plus for venue bookings

Pre-requisite: INTRO100 Understanding schedule of classes, how departments add course information to UCT's student system, how venues are allocated to courses, the course catalogue, basic data page, components, sections, meeting patterns, enrollment capacities, auto enrol and resection functions, procedures: scheduling a new course and supplementary classes, maintaining existing course information, cancelling classes, useful reports and the effects of SOC.

4 hours Departmental users Faculty users may attend to get an understanding of schedule of classes

UCT Student System Documentation

2014 Return form to: The End User Support Administrator, Room 5.15, Level 5, New Student Administration Building, Middle Campus or Email sss-helpdesk@uct.ac.za Page 7 of 16

Course Number

Course Description

Duration Target Audience

SOC101 Schedule of Classes for Health Sciences Only Note: For users in Health Sciences who do not use Syllabus Plus for venue bookings

Pre-requisite: INTRO100 Understanding schedule of classes, how departments add course information to UCT's student system, how venues are allocated to courses, the course catalogue, basic data page, components, sections, enrollment capacities, procedures: scheduling a new course and supplementary classes, maintaining existing course information, cancelling classes, useful reports and the effects of SOC

4 hours Health Sciences departmental users only

SOC102 Schedule of Classes for Continuing Education (New Users)

Pre-requisite: INTRO100 Understanding schedule of classes, how departments add course information to UCT's student system, how venues are allocated to short courses, the course catalogue, basic data page, components, sections, enrollment capacities, procedures: maintaining existing course information, cancelling classes, useful reports and the effects of SOC

4 Hours Centre for Open Learning

MP100 Marks Processing

Pre-requisite: INTRO100 Downloading a Course List. Uploading mid-term and final grades. Making changes to Mid-term and final grades. Posting final grades. Entering marks Manually. Requesting a Confirmation of Course Results Report after you have posted the final grades. Supplementary and Deferred Examinations Marks Process

3 hour Departmental users

MP101 Marks Processing for Continuing Education

Pre-requisite: INTRO100

Entering Marks Manually, Entering Transcripts Notes, Approving and Posting your marks, Making changes to marks before posting, Making changes to marks after posting Changing the Grading

3 hours Centre for Open Learning

FDC 100 Faculty Data Capturer Basic

Pre-requisite: None Using Quick Enrollment to add a class to a student’s record, Using Quick Enrollment to drop a class from a student’s record, Using Quick Enrollment to Swap a student from one class to another class, Performing a Class Search and Dealing with Error Messages at Registration.

3 hours Departmental users and temporary registration assistants

FDC 101 Faculty Data Capturing Plus

Pre-requisite: None Matriculating an Applicant Term Activating a Student, Using Quick Enrollment to add a class to a student’s record, Using Quick Enrollment to drop a class from a student’s record Using Quick Enrollment to Swap a student from one class to another class, Student program plan changes, Performing a Class Search, Dealing with Error Messages at Registration.

3 hours Departmental users and temporary registration assistants

ADM100 Application Capturing for Central Admissions

Pre-requisite: INTRO100 & GLG100 Rapid Application Capture (RACC) Component process, Capturing a hard copy application and assigning a communication record manually to an applicant’s record, Adding an additional communication to an applicant’s record and Generating Communications

3 hours CAO, PFO (for capturing of Postdoctoral applications)

UCT Student System Documentation

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Course Number

Course Description

Duration Target Audience

ADM101 NSC Upload Process

Pre-requisite: INTRO100, ADM100, ADM103

Uploading the final NSC Results

3 hours AARP Office

ADM102 View Admissions Information

Pre-requisite: INTRO100 Viewing Admissions Information

No classroom training

All staff that need to view applicants information

ADM103 Application Processing for faculties

Pre-requisite: INTRO100 & GLG100 Viewing Admissions Information using Coversheet View, Entering Test Results, Entering Basis of Admissions information, Entering Admissions Comments, Viewing and Capturing Personal Scores, Processing Applications, Requesting Admissions Reports, Admissions Communications, Viewing Admissions Information using the Coversheet View function in PeopleSoft, Requesting Admissions Reports, Business Object Reports, Reviewing Online Applications and Housing Offers.

1 day Faculty Users GSB users

ADM104 NBT Upload Processing

Pre-requisite: INTRO100 National Benchmark Tests (NBT) results upload.

2 hours Remove this same as ADM101

AARP Office Staff

ADM105

Search Match & Organisation Data

Pre-requisite: INTRO100 Searching for an Organisation and creating an Organisation Data Record. Creating a Location for the Organisation. Creating a Contact for the Organisation. Creating a Department for the Organisation. Creating an Organisation Affiliation.

1½ hours CAO, IAPO, SRO

IAPO100 IAPO Pre-registration course for temporary assistants

Pre-requisite: None- This course is aimed at temporary assistants. Procedure to be followed by IAPO for the pre-registration of international students. How to capture and update visa/permit data, lifting and forward-date the international student service indicators

3 hours IAPO

IAPO101 IAPO Pre-registration course for staff

Pre-requisite – NONE Procedure to be followed by IAPO for the pre-registration of international students. Detailed procedures to view student's fee accounts capture citizenship and passport data, capture and update visa/permit data, capture residency data, adding, lifting and forward-dating of the international student service indicators. Requesting Admissions and Student Records Reports for International Students

3 hours Temporary Pre-Registration Assistants

IAPO102 Semester Study Abroad Applications Processing - IAPO

Pre-requisite: INTRO100 & GLG100 Viewing Admissions Information using Coversheet View, Entering Basis of Admissions information, Entering Admissions Comments, Viewing and Capturing Personal Scores Processing Applications, Requesting Admissions Reports and Reviewing Online applications

4 hours IAPO

UCT Student System Documentation

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Course Number

Course Description

Duration Target Audience

IAPO103 Capturing Organisation Data - IAPO

Pre-requisite: INTRO100 Capture and update organisation data

2 hours IAPO

MCS100 Manage Clubs and Societies

Pre-requisite: INTRO100 Adding a new club or society to PeopleSoft. Updating club or society information. Setting user defaults for club and society maintenance. Adding a subscription. Updating and deleting subscriptions. Adding a subscription for the following year. Viewing the account summary.

3 hours Student Affairs staff

MDU100 Disability Unit training

Pre-requisite: INTRO100 Updating the Disabled checkbox. Adding disability details. Updating disability details. Adding accommodation details. Updating accommodation details. Process for maintaining disability data

2 hours Disability unit staff

EXAMS100 Marks Upload Process – Exams Office

Pre-requisite: INTRO100 Uploading multiple supplementary and deferred examination results, Uploading individual supplementary and deferred examination results using the Quick Enrolment page and the Enrolment page, Viewing the last action on a student’s record, Correcting results for an entire class and Requesting a Confirmation of Results Report.

3 hours Exams Office

EXAMS101 Supplementary and Deferred Examination Enrollment Process – Exams Office

Pre-requisite: INTRO100 Supplementary and Deferred Examination Enrollment Process

2 hours Exams Office

EXAMS102 Exams Extract (Syllabus Plus)

Pre-requisite: INTRO100 Navigate to Accommodation Data. Using the Accommodation Data search page. Navigating to Export Class Enrolments to S+. Find an Existing Value.

2 hours Exams Office

RAC100 RAC Process for Student Records

Pre-requisite: INTRO100 Creating RRC Events and Meetings. Processing and Populating RRC Meetings. Producing Address Labels. Running Transcripts for the students who will apply for readmission. Running Coversheets for the students who will apply for readmission. Indicating that a student appeal has been received.

3 hours Student Records Office

BO100 Business Objects Pre-requisite: None Business Objects allow UCT staff to request, manipulate and view large reports more efficiently

No Training Faculty Users

UCT Student System Documentation

2014 Return form to: The End User Support Administrator, Room 5.15, Level 5, New Student Administration Building, Middle Campus or Email sss-helpdesk@uct.ac.za Page 10 of 16

Course Number

Course Description

Duration Target Audience

YEP100 Year End Processing and Degree Certificate Printing- Faculties

Pre-requisite: INTRO100, ENR100 Requesting a Course Results Schedule (CRS), Capturing and Posting Progression Codes for a batch of students using the Course Results Schedule, Identifying a batch of potential qualifiers before capturing QUAL progression codes – POTD and POTJ, Capturing Progression Codes after the final Faculty Examination Committee (FEC) Meeting - QUALs Requesting another CRS to create a new Progression file to enter QUAL and other codes Using the new CRS batch number to capture QUAL and other progression codes, Updating the Degree Statuses for a batch of students and Graduation Reporting, dentifying an individual potential qualifier before capturing a QUAL progression code – POTD and POTJ. Capturing a QUAL Progression Code after the final Faculty Examination Committee (FEC) Meeting for an individual student. Updating the Progression Code for an individual student using the Academic Standing page. Adding a Completion of Program row for and Updating the degree status for an individual student Viewing and Adding a Degree Honors code for an individual student, Entering a transcript text (entering non- standard codes), Honours and Awards, Useful Reports, Readmission Appeal Committee (RAC) process for faculties, Degree Certificate Printing.

1 day Faculty Office GSB staff

YEP101 Degree Certificate Printing for Student Records

Pre-requisite: INTRO100, ENR100 Displaying the Program Certificate Screen, Checking all the certificates for a program has been approved using the Certificate Printing degree certificates, Capturing the certificate numbers, Cancelling an inaccurate degree certificate, Creating a duplicate degree certificate, Setting up Award Text, and Useful Reports

3 hours Student Records Office

YEP102 Graduate Research Management

Pre-requisite: INTRO100, ENR100 Adding a data row to the student’s record-Data, Change/Research Enrolment Memorandum of Understanding (MOU) tracking and storage, Candidate Management, Adding Supervisors details, Proposal and thesis progression, Ethical Clearance, Thesis Management, Thesis Submission and Examination, Adding details for Individual Examiners.

4 hours Faculty Office GSB staff

YEP103 Graduation Tracking

Pre-requisite: INTRO100, ENR100, YEP100 Capturing Graduation Review Statuses, Requesting a Graduation Tracking Query, Graduation Tracking Batch process, UCT Update Academic Standing process, Graduation Reporting, Honors and Awards, Adding a Degree Honors code for a student, Transcript Text, Degree Calculation Report.

4 hours Faculty Office Ask Devar if GSB is also going to use this in 2014, if so add GSB staff

PSE100 PeopleSoft Extracts (Alumni)

Pre-requisite: INTRO100 Requesting the Alumni Data Extracts Report.

1 hour Alumni Office

UCT Student System Documentation

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Course Number

Course Description

Duration Target Audience

SSS100 Student Self Service

Pre-requisite: NONE Students are able to view and update the following: contact information; holds; course catalogue; application status; enrolments; weekly schedule; classes; tutorials; results; unofficial transcripts; fee account; update bank details; add more tutorials; cancel a class; print scheduled classes; schedule lecture and tutorials; set user defaults; print change of curriculum forms; request proof of registration Student Self Service Enrollment (currently not in use CR in PRD)- not necessary to include this on the form as it is not currently in use.

No classroom training Offered on request

Students

IAT100 Internal Audit training

Pre-requisite: INTRO100 Viewing the Academic Level/Academic Year of Study (AYOS) on a student’s record Viewing a student’s Program/Plan information; Viewing the Academic ; Standing/Progression code on a student’s record; Viewing a student’s Career History Viewing a student’s Enrolment Summary; Viewing Students’ Transcripts

1 hour 30 minutes

Internal Audit Office

CED100 Short Course training for Commerce

Pre-requisite: INTRO100 Scheduling a new course, Maintaining Existing Courses: adding a component to a class Performing a Search Match, Quick Admitting a person, Quick Enrolling a student onto a class/es, Tuition Calculation (if applicable), Using Quick Enrollment to drop a class/es from a student’s record, Adding a grade to a student’s record, Viewing Student Transcripts Viewing the Student Study List Report.

3 hours Commerce departmental staff

CED102 Short Course training for Health Sciences

Pre-requisite: INTRO100 Performing a Search Match, Quick Admitting an applicant, Entering Citizenship and passport information, Placing an applicant/ student into a Student Group, Quick Enrolling a student onto a class/es, Adding a Transcript Note to a student’s record, Tuition Calculation Using Quick Enrollment to drop a class/es from a student’s record Changing the start dates of classes, Adding a grade to a student’s record, Viewing Student Transcripts.

3 hours Health Sciences departmental staff

CED103 Summer Term Processing

Pre-requisite: INTRO100 Extracting Mailing Lists and Capturing Prospect Data, Quick Admit and Quick Enrollment procedures, Placing a person into a Student Group, Allocating a seat number to an enrolment, Creating a Transcript Note, Tuition Calculation, Dropping a course from a person’s record, Adding decedent data to a record, Printing Cards and Envelopes Viewing an Enrolment Summary, Capturing decedent data, Capturing Transcript text, Student Study List Report, Printing Class Registers.

3 hours Centre for Open Learning

CED104

Short Course training for Humanities

Pre-requisite: INTRO100 Scheduling a new course, Maintaining Existing Courses: adding a component to a class Performing a Search Match, Quick Admitting a person, Quick Enrolling a student onto a class/es, Tuition Calculation (if applicable), Using Quick Enrollment to drop a class/es from a student’s record, Adding a grade to a student’s record, Viewing Student Transcripts Viewing the Student Study List Report.

3 hours

Humanities departmental staff

UCT Student System Documentation

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Course Number

Course Description

Duration Target Audience

CED105 Short Course training for Law

Pre-requisite: INTRO100 Scheduling a new course; Maintaining Existing Courses: adding a component to a class; Performing a Search Match; Quick Admitting a person; Placing a person into a Student Group for fee calculation; Quick Enrolling a student onto a classes; Adding a Transcript Note to a student’s record; Tuition Calculation; Using Quick Enrollment to drop a class from a student’s record; Marks Processing; Viewing Student Transcripts; Viewing the Student Study List Report; Adding a Negative Service Indicator to a student’s record.

3 hours Professional Education Project, Law faculty

CED107 Third Term Processing- Faculties

Pre-requisite: INTRO100 Application Maintenance Procedures, Program Actions and Program Statuses, Making a Firm Offer to an applicant, Matriculation and Term Activation, Using Quick Enrollment to add a class to a students record, Using Quick Enrollment to drop a class from a students record, Viewing the Expected Graduation Term Date on a student’s record.

3 hours Faculty Users

SRO100 Student Records Assistants training

Pre-requisite: INTRO100 Requesting academic transcripts, Capturing Accommodation Data, Extra time in exams Updating personal information of a student.

2 hours Student Records Office

SRO101 Maintaining Course Catalog Information

Pre-requisite: INTRO100 Adding new course information to the Course Catalog, Maintaining existing course information in the Course Catalog.

2 hours Student Records Office

SRO102 Student Records Master Data training

Pre-requisite: INTRO100, SRO100, SRO101, YEP101 Student Records Master Data Setup

1 day Student Records Office

UCT Student System Documentation

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STUDENT FINANCIAL AID

Course Number

Course Description

Duration Target Audience

SFA-FAO100 Student Financial Aid (SFA)

Pre-requisite: INTRO100 Included in Comprehensive Introduction to Campus Solutions 9.0. 3C’s, Effective dating; Reports

3 hours PFO; (SFA-M); (SFA-C); (SFA-A); (SFA-CC); (SFA-TEMP); SF; SH; F

SFA-Call 100 Student Financial Aid (SFA)

Pre-requisite: INTRO100 & SFA Overview Viewing of Scholarships, UCT Eligibility, viewing Financial Aid Status, Viewing of the MEANS

3hours

SFA-Asst 100 Student Financial Aid (SFA)

Pre-requisite: INTRO100 Aid Year Activating, Awarding, Restricted Aid. UCT Means. Early Aid.. Financial Aid Term, NSFAS, Reporting

3 hours (SFA-M); (SFA-C); (SFA-A); (SFA-CC

SFA-Coordinator 100

Student Financial Aid (SFA)

Pre-requisite: INTRO100 Awarding, Allowances, FA Processes , RMS FTE Load Process. PS Housing transactions, NSFAS, Disbursements, Loans, Reporting

3 hours (SFA-M); (SFA-C)

SFA-Manager 100

Student Financial Aid (SFA)

Pre-requisite: INTRO100 Awarding, Allowances, FA Processes , RMS FTE Load Process. PS Housing transactions,

NSFAS, Disbursements, Loans, Reporting NSFAS Graduation Drop-out and Final Report. Loan Origination. Claims submission. Loans Overview.

3 hours (SFA-M); (SFA-C)

PFO-Clerk 100 Student Financial Aid (SFA)

Pre-requisite: INTRO100 Aid Year activation, Restricted aID Awarding, viewing Scholarships, viewing means, viewing disbursement, reporting

3 hours PFO

PFO-Asst 100 Student Financial Aid (PFO)

Pre-requisite: INTRO100 Awards, Mass Packaging, Financial Aid Eligibility, Housing, Process Disbursement, Reporting

3 hours PFO

PFO-Manager 100

Student Financial Aid (PFO)

Pre-requisite: INTRO100 Aid Year Activating, FA Term Processes, Budgets, Awards, Allowances, Means, Disbursements, Donors, Fund Management, Admissions processing, Maintain Campus Community, Records maintenance, Schedule of Classes,

3 hours PFO

SFA-SA100 Student Financial Aid (SFA)

Pre-requisite: INTRO100 Named Entrance Scholarships and Faculty Scholarships. December Scholarships.

3 hours PFO and (SFA-M); (SFA-C)

PFO-PDOC 100 Student Financial Aid (SFA)

Pre-requisite: INTRO100 Admissions processing, Maintain Campus Community, Records maintenance, Schedule of Classes, Aid Year Activation, Awards. Means, Disbursement,

3 hours PFO

Allowances Management100

SFA & PFO Pre-requisite: INTRO100 External File Upload, Group Post, Allowances,

2 hours PFO and SFA

SFA-MDS100 Student Financial Aid (SFA)

Pre-requisite: INTRO100 All Master Data Setup. Manage Roll Forward. Loans Setup. Package & Disburse Aid Setup. Scholarships Setup. NSFAS Setup. Housing Setup. Application Processing Setup. Manage Needs Analysis Setup. Fan Letters.

3 hours PFO and (SFA-M); (SFA-C)

GLG100 Funding Offices (SFA,PFO &Fees)

Pre-requisite: INTRO100 This course will deal with the process of requesting an identified set of communications, checklists management and running of the Communication Generation process.

3 hours SFA,PFO &Fees

UCT Student System Documentation

2014 Return form to: The End User Support Administrator, Room 5.15, Level 5, New Student Administration Building, Middle Campus or Email sss-helpdesk@uct.ac.za Page 14 of 16

STUDENT FINANCIALS

Course Number

Course Description

Duration Target Audience

SFO100 Student Financials Overview

Pre-requisite: INTRO100 Relationship between Student Financials and other modules and systems. Introduction to the Student Financials component in PeopleSoft – Tuition Calculation, Fees Comments, View/Maintain Service Indicators (User to confirm), Bulk Account Summary Statement. Proforma Invoice (if required).

3 hours Fees Office employees

SFO-PROFORMA

Student Financials Proforma Invoice

Pre-requisite: INTRO100, SFO100 This training is for Fees Office employees that did not cover the Proforma Invoice during SFO100 or if a refresher is required. It is also for senior Fees Office staff involved in the set-up of the Proforma Invoice.

2 hours Fees Office employees

SFO101 Manage Student Financials

Pre-requisite: INTRO100, SFO100 Master data set-up relating to; cashiering setup, service indicators, charging fees, maintaining student accounts, calculating tuition fees, maintain receivables, billing setup. Managing SF Interfaces: PS → SAP daily interface charges & payments; PS → Bank Validate Students file; SAP → PS Bank deposits & HR deductions. PS → SAP Bank HR clearing; RMS → PS → Bank EFT Pay-outs; PS → SAP-AP Cheque & Voucher pay-outs. Processing Student Group Post. Student Funding. Allowances & Refunds. Late fees. Block fees & Levies. Staff waivers. Technical waivers & Pipelines. International student fees. How to upload fees booklet. Age analysis. Processing & printing of statements. Interest calculations (late fees). SAP master upload. UCT Fiscal report. Maintain bank account details. UCT Management Reporting component.

1 Day Fees Office Manager; Fees Office Accountant, Fees Office Assistant Accountant

SFO102 Cross Functional Access

Pre-requisite: INTRO100, SFO100 View Admissions, View Progam/Plan records, View & Maintain Campus Community, Introduction to view Financial Aid component in PeopleSoft.

3 hours Fees Office employees

SFO103 Create & Maintain Course & Program Fees

Pre-requisite: INTRO100, SFO100 Upload Fees booklet update, Course and Program Fees set-up, Update Term Fees, Related Reports

2 hours Fees Office Manager. Fees Office Accountant, Fees Office Assistant Accountant

SFO104 Maintain Student Account

Pre-requisite: INTRO100, SFO100 Clubs & Societies, Credit Exemptions, Initial Payment Penalty, Interest Calculation, Billing run, Print statements.

2 hours Fees Office employees

SFO105 Group Capture & Processing

Pre-requisite: INTRO100, SFO100 Allowances, Refunds, Technical Waivers, Staff Differentials, Adhoc charge and payment posting & reversal, other batch processing

2 hours Fees Office Bookkeeper, Fees Office Accountant, Fees Office Assistant Accountant, External Bursary Division staff

SF-COL Collections Pre-requisite: INTRO100, SFO100 Final letter of Demand, Service IND Mass Assign/Release, Upload of Attorney Fees.

3 hours Fees Office Senior Credit Controller, Fees Office Credit Controller, Fees Office Bookkeeper

UCT Student System Documentation

2014 Return form to: The End User Support Administrator, Room 5.15, Level 5, New Student Administration Building, Middle Campus or Email sss-helpdesk@uct.ac.za Page 15 of 16

SF-EXB External Bursars

Pre-requisite: INTRO100, SFO100 Setup & Maintain, Award & Disburse Aid, Bursar Progress Report & related reports, Bursar Statement

3 hours Fees Office External Bursary Division employees

Course Number

Course Description

Duration Target Audience

SF-CASH Cashiering Pre-requisite: INTRO100, SFO100 Cashiering setup. Cashiering systems and procedures.

3 hours GSB and Kramer Cashiers Office employees

CED-CASH Cashiering Pre-requisite: CED103 Cashiering setup. Cashiering systems and procedures.

3 hours Centre for Open Learning employees

CED108 Fees Overview, Charging Fees, Payments & Refunds

Pre-requisite: CED103 Student Financials Overview, Payments, Refunds, Maintain Student Account

3 hours Centre for Open Learning employees

IAPO104 Fees Overview, Charging Fees, Payments, Refunds and IAPO Proforma

Pre-requisite: INTRO100, IAPO101 Student Financials Overview, Payments, Refunds, Maintain Student Account, IAPO Proforma Invoice

3 hours IAPO Finance employees

UCT Student System Documentation

2014 Return form to: The End User Support Administrator, Room 5.15, Level 5, New Student Administration Building, Middle Campus or Email sss-helpdesk@uct.ac.za Page 16 of 16

Residence Management System (RMS)

Course Number

Course Description

Duration Target Audience

RFO100 Residence Facilities Officers

Overview and navigating RMS. Extract residence allocation lists, Book students into rooms; Checking in and out of students in residence, Management of room and or meal plan bookings in terms of changes, Create and manage room closures, manage room inventory items and status, Running accommodation reports

6 hours Residence Facilities Officers

RFA100 Residence Facilities Assistants

Overview and navigating RMS. Extract residence allocation lists, Book students into rooms; Checking in and out of students in residence, Create and manage room closures, manage room inventory items and status, Running accommodation reports

4 hours Residence Facilities Assistants

FDA100 Residence Front Desk Assistants

Overview and navigating RMS. Extract residence allocation lists, Book students into rooms; Checking in and out of students in residence, Running accommodation reports

3 hours Residence Front Desk Assistants

RMS100 Housing Master Data Set up processes

This course allows the user to perform system maintenance which include: Creation of annual application periods, Create term dates, Set up new residences, configure rooms, setup accounting transactions, Updating accommodation rates, setup new residence master data, maintain residence master and managing RMS interfaces and Generating Reports

4 hours SHAAS Snr. Coordinator & Housing IT Coordinator

SHAAS100 Housing Communication Set up

Create letter templates, maintain application mailmerge letters, modifying letter SQL statement, activating and deactivating letters

3 hours SHAAS Snr. Coordinator & Housing IT Coordinator

SHAAS101 Student Housing Admissions and Advocacy processes

Pre-requisite: INTRO100 Overview of RMS, Allocate housing applicants to residences, Process residence offers, acceptances and cancellations, Generating communication, Billing and ad hoc charges, Processing residence withdrawals , Processing refunds and Running RMS reports

4 hours Student Housing Admissions team

VAC100 Vacation Accommodation Office processes

Pre-requisite: INTRO100 Overview of RMS, Understand Student Vacation Business Processes, Generating booking quotations, Book students into vacation residences ; Process room/meal bookings changes in terms of booking date changes and cancellations , running RMS reports, create vacation term dates update vacation accommodation rates

4 hours Student Housing Admissions team