Overview: After the final grade roll, PREQ-LETTERS needs to be run at the end of each term to extract prerequisite letters for printing. Instructions: 1. Log into UC4. 2. Click on the Process Flow button. 3. Choose PREQ-LETTERS from the menu, then click Edit. 4. Click on the Schedule tab. 4.1 Select the correct term from the Schedules menu, then click Edit. 5. On the General tab, update the Scheduled Start Date and Scheduled End Date.    The Start Date will be the EOT job date for the prior semester and the End Date will be the 1 day prior to the end of the current term. 5.1 Update the Start Times to the time you want the job to run. 5.2 Ensure the Active box is checked. 5.3 Click on the Calculate button. If it does not recalculate the Next Run Date to the Scheduled Start Date, then you may need to come back to calculate after completing Step 14 of these instructions. 6. On the Frequency tab, ensure that the Units bullet is on Calendar and the Calendar field is updated to match the term you are scheduling for. 7. The Exceptions tab should be blank.  8. On the Prompts tab, update the Term Code, then click OK. 9. Click Apply. 9.1 Click OK. 10. Navigate to Calendars. 11. Select PREQ - , then click Edit. 12. On the General tab, click on the dates you want the job to run. The selected dates will be shaded. 13.  On the Date Builder tab, choose the Units bullet to Daily. All dates should be checked. 13.1 Update the Start Date and End Date to span the entire semester. 14. The Reference tab should list C for both Type options.  14.1 Click the Apply button.  14.2 Click OK. 15.  Go back to Step 5 to Calculate the Next Run Date if it did not already recalculate. Document Information Date Author Changes 06/20/2024 Jasmine Stumpp - Original document created. 07/03/2024 Mayara Sant'Anna de Souza - Document converted to FS solution, 08/27/2024 Jasmine Stumpp - Document reviewed & review date applied

Overview:     This article shows the process used to update roles for users. Roles can be added and removed on position and access level. Instructions: 1. Go to Ellucian CRM Main Menu. 2. Select Operations. 3. Select Users. 4. Select a user. 5. Once you select the user, click the ellipsis to open more command features. 6. Select Manage Roles. 7. On the Manage User Roles box, check the boxes of the security roles needed for the user. 7.1 Click OK. 8. Repeat the steps for every user you wish to update Security Roles. Document Information Date Author Changes 07/05/2024 Jeff Colen - Original document created. 07/05/2024 Mayara Sant'Anna de Souza - Document converted to FS solution. 08/28/2024 Jeff Colen - Document reviewed & review date applied

Overview:    Primarily used by Recruiters/Processors to allow user access to accounts once identification has been verified. Effectively skipping the traditional route of email reset. Additionally allows one to adjust Reset password flags or locked accounts.  Instructions: 1. Go to Settings > Settings Home in the Console. 2. Click External User Authentication. 3. Search for the user you want to reset via their email address. Double-click the user's associated email address to retrieve account details. 4. Give the user a new temporary password and click reset password.  Upon user logging in, it will prompt them to create a new password for their account. Document Information Date Author Changes 07/05/2024 Jeff Colen - Original document created. 07/05/2024 Mayara Sant'Anna de Souza - Document converted to FS solution. 8/28/2024 Timothy Davis - Document reviewed & review date applied

Overview:    Manual person record creation can be used to replace, duplicate, or manually enter a person's information. It is used primarily for separation of data and correlation. Instructions: 1. Go to Recruitment > Operations > People. 2. Select the New button. 3. This will open a New Person create account. 4. Click on Origin Source. 4.1 Click on the magnifying glass to look up more records  4.2 Select the appropriate option. 5. Input all needed information and click Save. 6. Once saved, you can create the recruitment opportunity. Click on the plus sign to start the process. 7. Input data in the fields and click Save. 8. This will take you to the Person Record page. You should now see the created application with Recruitment Opportunities. Document Information Date Author Changes 07/05/2024 Jeff Colen - Original document created. 07/05/2024 Mayara Sant'Anna de Souza - Document converted to FS solution. 8/28/2024 Timothy Davis - Document reviewed & review date applied

Overview:        The following steps can be used to restore academic data. This is an overnight process. Refer to microfiche to ensure information was restored properly. Ensure that requesters' information is added to SPACMNT.  Important Dates or Records: After processing an application, the semester (S1) record will be active. Instructions below are for activation of the quarter (01) record.  At the end if the process, this is how the unarchived record should look like: Part 1: SPAIDEN Instructions: 1. Go to SPAIDEN. 2. Enter the Student ID in the ID field. 3. Click GO. 4. Click on the Alternate Identification tab. 5. Check if the record has an alternate ID that begins with 998, 999, or D00*. (Most students do not) 5.1 If there is one of these IDs, copy the ID, go to the Biographical tab, and paste the ID in the SSN/SIN/TIN field, replacing the Social Security Number. 5.2 Once the Student Record has been un-archived and readmitted, replace it with the original Social Security Number. *These are old student ID numbers that may have academic records associated with them. Replacing the SSN for the old ID is the only way the system can find the records and un-archive them. 6. Click on the Address tab. 7. Find the Active SM Address and click Shift-F6 to delete. 8. Go to the Address Type field and press F6 to insert. 9. Type YY as the Address Type. (It will activate the unarchive process) 10. Type Current Address. (Refer to application) 11. Tab to Telephone Type and type SM. (This prompts the system to change the YY to an SM address) 12. Type Phone Number.  13. Save (F10). Step 2: SGASTDN  Instructions: 1. Go to SGASTDN.  2. Enter ID number on the ID field. 3. Tab to Term-delete. 4. Click Go. 5. With the cursor in New Term, arrowdown to "000000 The Beginning of Time" 6.Tab to Student Status and change IS to RA. 7. Tab to Student Type and change Z to R. 8. Tab to Residence. 8.1 Click OK on pop-up message. 8.2 Enter residency code. (Refer to application) 9. Alt PgDn 3x to the Curriculum. 10. On the Curricula tab, click on the Duplicate button. 11. Tab 5x to Level and change 00 to 01. 12. Tab to Campus and enter campus code. (Refer to application) 13. Tab to College and enter 01. 14. Tab to Degree and enter AA. (This is the generic major for the 01) 15. Tab to Admission Type (on Status Details tab) and enter 02. 16. Alt PgDn. 17. Tab 6x to Field of Study and enter 0100. 18. Tab to Department and enter 0000. 19. Save. (F10) ** The unarchiving of a record is an overnight process. Check the next business day if the record unarchives correctly. If the record had a 998, 999, or D00 record, remove that number from SSN/SIN/TIN and replace with SSN. Checking if the Record Unarchived Correctly Overview:  Unarchiving a record is an overnight process.  Check the next business day if the record unarchives correctly. If the record had a 998, 999, or D00 record, remove that number from SSN/SIN/TIN and replace it with SSN. Step 1: SHACRSE Instructions: 1. Enter ID. 2. Tab to Term and delete. 3. Click GO to see if there are any courses. Step 2: SHATERM Instructions: 1. Go to SHATERM. 2. Enter ID. 3. Tab to Course Level Codes and enter 01. Alt PgDn 2x. 4. Arrow Down to view quarter classes for each term. 5. Rollback. (F5) 6. Tab to Course Level Courses and enter S1. Alt PgDn 2x. 7. Arrow Down to view semester classes for each term. * If unsure of what the record is showing or not showing, refer to ethe microfiche to view student record. Unarchiving a student who has not applied - Unarchiving S1 Record Instructions: 1. F5. 2. Enter Student ID on the ID field. 3. Tab to Term and delete. 4. Click GO. 5. Press F4 (duplicate record) and type Readmission Term. 6. Alt PgDn 1x. 7. Click Duplicate. 8. Tab 2x to Catalog Term and enter the readmission term. 9. Note campus then click on the Program drop down. 10. Click Change Curriculum.  11. Click OK. 12. Locate current Program Major Code and click OK. (You may use S100 again) 13. S1 should populate Level field. 14. Tab to Campus and re-enter campus code. 15. Review College, Degree, Field of Study and Department populated correctly. 16. Save. (F10) 17. SPACMNT: If a request is made (by counseling, record department, etc.) to unarchive a Student's record, place a REA comment in SPACMNT: " Unarchived student record per request of ______, to view record" Document Information Date Author Changes 07/05/2024 Jeff Colen - Original document created. 07/08/2024 Mayara Sant'Anna de Souza - Document converted to FS solution. 8/28/2024 Timothy Davis - Document reviewed & review date applied

Overview: This document provides instructions on how to view or edit an existing section.  Instructions: 1. Navigate to the CLSS Terms screen. 2. Click to open a term. 3. Double-click to open a scheduling unit or use the Search Field to filter scheduling units. (Example - type w- or w-acct) 4. Double-click the unit to view sections. 5. Double-click a section to edit it with the Section Editor.  6. Click Save or click Cancel to close without saving. Document Information Date Author Changes 06/01/2021 Cindy Shick - Original document created. 07/08/2024 Mayara Sant'Anna de Souza - Document transformed to FS solution. 08/22/2024 Cindy Shick - Document reviewed & review date applied

Overview: This document provides instructions on how to add a new section.  Instructions: 1. Navigate to the CLSS Terms screen. 2. Click to open a term. 3. Double-click to open a scheduling unit or use the Search Field to filter scheduling units. (Example - type w- or w-acct) 4. Double-click the unit to view sections. 5. Click the Plus button to the right of a course to add a section. 6. Edit/add the section details within the Section Editor.  7. Click Save. Document Information Date Author Changes 06/01/2021 Cindy Shick - Original document created. 07/08/2024 Mayara Sant'Anna de Souza - Document converted to FS solution. 08/22/2024 Cindy Shick - Document reviewed & review date applied

Overview: This document provides instructions on how to cancel a section.  Instructions:  1. Open the Section. 2. Change the section Status from Active to Canceled. 3. Remove the meeting days, times and room.  3.1 Change Room to No Room Assigned OR leave the meeting days and times and change the room to General Room Assignment. 4. Click Save Section. (Workflow may be triggered) Document Information Date Author Changes 06/01/2021 Cindy Shick - Original document created. 07/08/2024 Mayara Sant'Anna de Souza - Document converted to FS solution. 08/22/2024 Cindy Shick - Document reviewed & review date applied

Overview: This document provides instructions on how to validate and/or submit a scheduling unit. Note: Validating unit checks for inconsistency based on the rules set by the institution. For example - Credit vs Contact Hours.   You can validate a unit at any time to check for inconsistencies; however, you DO NOT want to submit or start workflows until you are sure you want your changes pushed to Banner. Validating and submitting begins the 2-way communication between CLSS & Banner.  Instructions: 1. Navigate to the CLSS Terms screen. 2. Click to open a term. 3. Double-click to open a scheduling unit or use the Search Field to filter scheduling units. (Examples: type w- or w-acct) 4. Click the Validate button. 5. Click one of the following buttons: a.  Click the Close button to return to editing without submitting. If there are errors, this will be the only available option.   b.  Click the Start Workflow button to submit the scheduling unit through the workflow. This option will appear if there are any rules that require workflow.  c.  Click the Submit Now button to submit the scheduling unit. This option will appear if there are only warnings or if the scheduling unit is valid.  Document Information Date Author Changes 06/01/2021 Cindy Shick - Original document created. 07/09/2024 Mayara Sant'Anna de Souza - Document converted to FS solution. 08/22/2024 Cindy Shick - Document reviewed & review date applied

Overview: This document provides instructions on how to add meeting times and patterns. Instructions: 1. Within the Edit Section, click the Schedule link. 2. Click the Patterns link and select User Define to create a meeting time. 2.1 In the Meeting Pattern Name field, enter days and times.  Examples: MWF 9 am - 10:30 am or TTh 4 pm - 5:10 pm.  Note: The system will default to AM time if you do not define AM/PM. 2.2 Click Accept. 3. If you have multiple meeting times, follow steps 1 and 2. 4. Click the Meetings button in the lower left corner. 5. Click the Add button. 6. Make sure the Dates are correct and click Accept. 7. Highlight the new Meeting Line (Should be labeled A, B, etc., depending on how many meeting times) and click the Pattern button to enter the day and time. 7.1 Click Add. 8. Close out the Meetings page. (Click "X") 9. Click Accept. Document Information Date Author Changes MM/DD/2021 Cindy Shick - Original document created. 07/09/2024 Mayara Sant'Anna de Souza - Document converted to FS solution. 07/25/2024 Cindy Shick - Document reviewed & updated with Cindy as Author.