Responses to 2010 SIS Administrative User Survey

Below are questions and comments from respondents to the 2010 SIS Administrative User Survey, followed by explanations or answers to those comments and/or questions.

TABLE OF CONTENTS

 

 


General


Navigation


Access


Performance

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Reports


Finance


Student Records

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General

Why can’t the Help Desk provide as much assistance as they do for finance and HR?
Help Desk analysts for Finance and HR have IS responsibilities that allow them to view what users are viewing. SIS Help Desk analysts are not provisioned with administrative user roles that provide access to confidential information on student records, therefore are of limited assistance for administrative users.

When will we have iKeys that work with Macs?
The new Gemalto token that can be used with Macs is currently available, and ISDS is working with ITC to help with the roll-out.

Can we be advised of what automated messages students are receiving?
The SIS team will post copies of system-generated student communications to the Local Experts Collab site and send a notification. This will not include messages that come from central offices.


Navigation

How can I see both enrollment and financial information on a student without going back to the main menu?
If you have been granted appropriate access to both Student Records and Student Financials, and you have access to the administrative view of the student services center, you can view both enrollment and finance information from there.

In selecting Lookup (magnifying glass) for term, why isn’t current term always first rather than scrolling down from 2020?
We advise users not to use the Lookup, since it is just a list of all options. It is quickest to just type in the term or set the term as a default (click here for instructions).  

Why can’t I return to the Student Center tab, but am sent to search?
The SIS team was asked to modify the search page to show program in the search results. The modification resulted in not being able to return to the Student Center tab, but it was considered more essential that program show in search results.

Why can’t we use the browser Back arrows to navigate?
Oracle recommends not using the Back arrow as it may cause issues with the time out and with navigation. This is becoming a more common issue with many systems and programs.

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Access

Why does it take so long to get an employee access to SIS?
The SIS access process is complex and manually intensive, and it has taken awhile (and additional staffing) for HR to streamline it to some degree. ITC is working with ISDS to implement an electronic access process, but that is at least a year away. Even after an access request form is submitted, access cannot be granted until the Electronic Access Agreement and FERPA form have been submitted and any required training is completed. If all that is complete and access has still not been granted, please email sisaccess@virginia.edu with the specifics of the role requested and the dates the forms were submitted and training, if applicable, was completed.

I don’t have the access I need.
You should discuss your access requirements with your supervisor and data security contact.


Performance

Advising transcripts take a long time to run.
The delay is because it takes time to pull information from the database and format it in pdf.


Reports

How can I get one-on-one assistance with my reports?
For those who would like to have one-on-one assistance in addressing their Discoverer reporting needs:  we have weekly Q and A sessions which are very lightly attended, so often it is possible for a member of the Reporting team to assist a person with their reporting needs and questions individually.  The schedule is located at http://www.sis.virginia.edu/reports/#QandA.

My Discoverer reports take a long time to run.

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Finance

It would be helpful for the Task field in the PTAO to accept lower case values.
ISDS is implementing a solution to this issue so that the system will force upper case for the Task field.

Departmental Aid issues


Student Records

Why don’t I see exactly what the student sees when I view the administrative view of the student’s Student Center?
Although they are similar, the administrator’s Student Services Center and the student’s Student Center were designed differently, and therefore have some differences. The SIS team is compiling side-by-side comparisons to be posted to the SIS website. We will notify you when they are available.

Why can’t departments process name changes and admission revocation?
The centralization of these processes was a University decision based on policy and necessary business practices because of the tight integration between SIS modules.

When searching for courses offered by a given professor, do I have to search grad and ugrad separately?
No. You can use instructor’s last name and the campus to perform a search within class search.

Will we be able to see descriptions of topics courses?
This is an enhancement request from many universities, so we are waiting to see if Oracle will resolve the issue rather than each university creating its own customization that will have to be maintained individually.

Why can’t we create multiple exceptions in Academic Requirements without having to save and begin anew for each?
Exceptions must be created by student. If a large number of students are receiving the same exception, you might consider making it a rule so the system counts the course as fulfilling a requirement.

Will administrative staff be able to send an email message to a whole class?
This request is on the SIS enhancement list.

Can we include add/drop/swap/edit in orientation?
This is being proposed to the Orientation Office as part of a SIS demo during Orientation.

How can we get credit count and cumulative GPA on the academic requirements report?
Each department determined how it wanted report formatted. If you want more information included, contact srsupport@virginia.edu.

How can I show a student’s schedule as a grid rather than alphabetized?
Click the button at the bottom of the schedule that reads “show weekly schedule.”  Note that if a class is not meeting in a particular week because of a holiday that the class will not appear in the grid.

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