Student Administration – Student Records

University of Nevada, Las Vegas

Business Process Guide [SR006]

View Term and Cumulative Statistics

DOCUMENT INFORMATION

Module Student Records

Author Paul Rhinehart, James Garrison

eReference

DOCUMENT HISTORY

DATE BY ACTION PAGES

2/9/2010 Final Draft 15

2/26/2010 Laurie Cantwell Edited Final Draft 15

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DOCUMENTATION REVIEW & APPROVAL FORM

REVIEW/APPROVAL HISTORY

DATE REVIEWER/APPROVER POSITION ACTION

03/29/2010 Daly Costanza SR Functional Lead - Curriculum pp. 1, 3, 4, 7

Document Objectives:

▪ Enable end users to use the MyUNLV application to perform this process

▪ Provide the basis for End User Training Materials

Document Media (check all that apply for final product)

Bound paper copies

MS Word file of Master Copy on secured drive

PDF file on shared drive

PDF file on Web

Other:

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TABLE OF CONTENTS

Topic Page

1 Process Overview ...................................................................................... 3

1.1 Where the Data for This Process Comes From ................. Error! Bookmark not defined.

2 Related Information .................................................................................... 4

2.1 Helpful Hints....................................................................................................................... 4

3 Viewing a Student’s Statistics in the Student Services Center ....... Error! Bookmark not defined.

3.1 Viewing a Student Statistics............................................................................................. 6 3.2 Viewing a Student's Term Statistics ................................... Error! Bookmark not defined.

4 Viewing a Student’s Cumulative Term Statistics ................................... 11

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1 Process Overview MyUNLV provides a variety of delivered student academic statistics (units earned, GPA, etc). These statistics are calculated real-time by the system as a student enrolls, drops, is graded, etc. These statistics are tracked in the system both at a term level, and at a cumulative level. This guide explains the MyUNLV statistics and what they mean. MyUNLV uses some terminology that is different from the legacy SIS terminology, so it is important to explain what the numbers mean.

Student Term and Cumulative Statistics can be viewed in the Student Services Center and can also be viewed in Term History. This guide will explain both of those navigation methods.

In general when viewing statistics in MyUNLV it is important to note that PS breaks statistics by Career. So for example a student’s Undergraduate statistics (all courses taken while the student was an undergraduate) are kept distinct from the student’s Graduate or Law or Dental statistics.

Courses that a student enrolls in, outside his/her own career will not count toward the earned hours or GPA in the student’s career (e.g. when an undergraduate takes a graduate class the class will not count toward his/her undergraduate GPA or earned hours).

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2 Related Information PREREQUISITES AND ASSUMPTIONS

PREREQUISITE/ASSUMPTION DETAIL

Training Class User has attended PeopleSoft Introduction, Student Records Introduction & Student Services Center View classes.

Security User has been granted necessary security to enter application

Search/Match User can perform search/match process

RELATED DOCUMENTS

DOCUMENT NAME LOCATION OR LINK TO DOCUMENT

KEY DEFINITIONS

TERM/ACRONYM DEFINITION

BPG Business Process Guide

Career All course work that a student undertakes at an academic institution that is grouped in a single student record.

2.1 Helpful Hints

√ In this Business Process Guide, a tab refers to the entire page, an area on a page with a brown bar along the top is referred to as a “field.” An area with a blue bar will be referred to as a “table”

Table

Tab

Field

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3 Viewing a Student’s Statistics in the Student Services Center

Step 1 Navigate to the Student Services Center (student) Component Navigation: Menu Campus Community Student Services Center (Student)

Your menu options may vary based upon your security setup.

Step 2 Search for a student by:

1. Enter the student ID (10 digit ID, starting with 1000… or 1200) in the “ID” box

2. Enter the Last Name and First Name of the student in the “Last Name” and “First Name” boxes.

3. Enter the Social Security Number in National ID field.

3.1 Viewing Student Statistics

In the Student Services Center, on the Academics tab, you can view a grid showing the student’s term and cumulative statistics, as of the selected term. Generally you should read this grid in the same way you would read an Excel spreadsheet, looking at both Row labels and Column labels.

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For example in the columns you will notice that the statistics are broken down into the following categories:

1. From Enrollment – these statistics result from UNLV enrollments.

2. From Transfer Credit – these statistics result from non-UNLV sources including Transfer Credit, Test Credit (AP or CLEP etc), or Other credit (e.g. Military credit).

3. Combined Term Total – combines the first two columns

4. Cumulative Total – includes totals from all prior terms in the same student Career.

In the Rows you will notice that the statistics are broken down into the following categories

5. Units Toward GPA versus Units Not for GPA – the student’s statistics are broken down as to whether or not they can impact the GPA. For example if a student is taking a class on a “Satisfactory/Unsatisfactory” basis you would see those units in the “Not for GPA” cells. On the other hand if a student has a letter grade such as F, B etc typically you would see those in the “For GPA” cells. Keep in mind that if a student has an enrollment “removed” due to retaking the class, you would see those units in the “Not for GPA” cells. Transfer Credit should always appear in the “Not for GPA” cells since Transfer GPA is not counted toward the student’s UNLV GPA. When a student enrolls in a class outside his career (e.g. a UGRD student enrolling in a GRAD class) those cross-career units would also be in the “Not for GPA” cells.

a. Taken – this means the enrollment has been graded (as opposed to having a blank grade)

b. Passed – this means the enrollment was graded with a passing grade (i.e. the grade earns credit)

c. In Progress – this means the enrollment is not yet graded (has a blank grade) or is graded with an “In progress” grade such as an Incomplete.

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d. Transfer Units – these statistics result from non-UNLV sources including Transfer Credit, Test Credit (AP or CLEP etc), or Other credit (e.g. Military credit). Transfer units should always be in the “Not for GPA” cells.

3.2 Viewing a Student’s Term Statistics

Step 1 Navigate to the Student Services Center (student) Component Navigation: Menu Records and Enrollment Student Term Information Term History

Your menu options may vary based upon your security setup.

Step 2 Search for a student by:

1. Enter the student ID (10 digit ID, starting with 1000… or 1200) in the “ID” box

2. Enter the Last Name and First Name of the student in the “Last Name” and “First Name” boxes.

3. Enter the Social Security Number in National ID field.

Step 3 Click Search.

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Step 4 The student’s Term Statistics page displays.

1. Step 5 Academic Statistics are tracked by the student’s Career and Term. Use the arrows in the blue headers to navigate to the Career and Term for the statistics that you wish to view.

2. The Term Statistics page shows information related only to units that are accumulated in the specific Term that you are viewing.

If you find this page difficult to interpret you may find it simpler to examine the Student Services Center.

3. This page basically should be viewed like a grid, with bold Row and Column headers. The rows labeled “For GPA,” for example, are split into columns of “Graded Units” and “Grade Points” etc. Each value will be described below.

4. Step 6 On the left hand portion of the page you can see there are three boxes. The student’s units in this term are broken down into Enrollments (UNLV classes), Transfer Credit (non-UNLV work which would include transfer credit, test credit or other credit as discussed in the Student Services Center above), and then a Combined box which includes credits from all sources in this term.

5. For GPA units are those which can impact the student’s GPA. Not for GPA units are those which do not impact the student’s GPA. These concepts are discussed above in the Student Services Center part of this document.

6. Graded Units: These are units for which the student has received a non-blank grade other than an “In Progress” grade such as an Incomplete.

7. Earned Units: These are units for which the student has received a passing grade. The Earned units are also included in the Graded units; they are a subset of the Graded units. For

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example if a student attempts 6 units, gets a B in 3 units and an F in 3 units, then the student will have 6 Graded Units and 3 Passed units.

8. In Progress: These are units for which the student is not yet graded, or the units carry an “In Progress” grade such as an Incomplete.

9. Step 7 In the top right corner of the page, you will see a box of statistics that generally pertain to Academic Load.

Units Taken Towards Acad Load – this is all the student’s attempted units in the term that are counted toward his/her academic load (Full-time, Part-time status). Generally this figure should be the same as the sum of the student’s Graded Units for GPA + Graded Units Not for GPA + In Progress Units For GPA + In Progress Units Not for GPA.

Units Earned Towards Acad Load – these are units receiving a passing grade, that count toward the student’s academic load in the term.

Units Taken for Audit – these are the units the student is auditing in the term. Audited units do not count towards academic load.

10. Step 8 In the middle right portion of the page you will find a box giving more information relating to Transfer Credit.

Graded Transfer Units GPA/NoGPA – this value should typically be zero because UNLV does not give GPA value to transfer credit, test credit or other credit

For Units Only – this value should typically contain the total transfer, test, or other credit that the student was granted in this particular term. These units carry earned credit value only, and do not impact the GPA.

Units Adjustment – this value should always be zero since UNLV does not “subtract out” or “adjust” transfer credits. Some institutions make adjustments such as to enforce community college maximum units etc.

Total Adjusted Transferred Units – this value should be the same as the “For Units Only” value.

11. Step 9 In the bottom right portion of the page is a box that relates to Earned Unit values.

Combined Earned Units GPA/NoGPA – this is the sum of Enrollment earned units and transfer gpa/nogpa units in this term. Since UNLV does not give GPA value to transfer credit, this value will typically reflect simply the UNLV earned units in this term.

Transfer Credit for Units Only – this is the total transfer, test, and other credit awarded in this term.

Total Term Units – this is the total earned units in the term from any source (including enrollment, transfer, test and other)

12.

Note: if a student Drops or Withdraws from a class, the units are not reflected in any value on this page.

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4 Viewing a Student’s Cumulative Statistics

Step 1 Navigate to the Student Services Center (student) Component Navigation: Menu Records and Enrollment Student Term Information Term History

Your menu options may vary based upon your security setup.

To access a student’s cumulative statistics, click on the Cumulative Statistics tab.

The rows and columns of statistics shown on the Cumulative Statistics page are the same

as those shown on the Term Statistics page described above. The difference is that the Cumulative page shows a running total, so that each Term’s figures include the figures from the previous Terms in that particular student Career. For example, an Undergraduate student’s Cumulative Statistics for Fall 2010 include all previous work the student did as an

Undergraduate in prior terms.

End BPG.

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5 Expected Outcomes

Using this Business Process Guide, you should be able to obtain the following results:

Users will be able to locate term and GPA statistics for a specific student.