Document History

This document will continue to evolve as existing sections change and new information is added. All updates appear in the following table:

Date	Update Version	Notes
21 SEP 2018	Update 18C	Delivered new features in update 18C.
06 APR 2018	Update 18B	Delivered new features in update 18B.
19 JAN 2018	Update 18A	Delivered new features in update 18A.

Update 18C

Revision History

This document will continue to evolve as existing sections change and new information is added. All updates appear in the following table:

Date	Feature	Notes
21 SEP 2018		Created initial document.

Overview

Student Management delivers cloud based, flexible, extensible best practice business flows to support how you enroll your students, maintain their personal information, and manage their payments. From a learner taking anon-credit course to the degree-seeking student, Oracle’s Student Management enables institutions to anticipate students’ needs, illuminate their academic path, and empower them to succeed.

This guide outlines the information you need to know about new or improved functionality in this update, and describes any tasks you might need to perform for the update. Each section includes a brief description of the feature, the steps you need to take to enable or begin using the feature, any tips or considerations that you should keep in mind, and the resources available to help you.

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Feature Summary

Student Management

Campus Community

Oracle Campus Community includes everything that is shared among different Student Management product areas, whether person records or common setup objects for implementing Student Management.

Map User Roles

Map party usage names with roles for provisioning of student and instructor roles. In Trading Community Architecture, party usages describe how a party is used by the implementing institution. For example, a party Lisa Jones is studying in your institution and therefore she has a party usage of student.

A visitor who is reviewing courses in self service may decide to sign up as a user to enroll. When this visitor signs up as a user, this mapping automatically assigns a student role to the visitor. Similarly, when you select an instructor on the manage staff UI, this mapping automatically assigns an instructor role to the staff member.

This is the page where you map party usages with roles:

Manage User Role Mapping Page

Steps to Enable

No steps are required to enable this feature.

Use External Organization Types

Group external organizations into various types, such as whether the organization is a high school from where your applicants are coming or whether the organization is sponsoring education of your students. Assign a type when you create or edit an external organization.

Select an External Organization Type

The predefined external organization types are delivered with the ORA_HEY_ORG_TYPE lookup. You can edit these lookup values or add your own values.

Steps to Enable

No steps are required to enable this feature.

Student Financials

Oracle Student Financials is a tool for higher education institutions to manage student receivables, billing, and payment collection. Using Student Financials, both staff and students can quickly find and use the financial information they need to make critical decisions. Staff can actively manage student accounts by performing functions such as creating charges, accepting payments, processing refunds, and generating receipts.

Assign Fee Groups to an Academic Level

Use the Manage Fee Group Default Settings page to assign a fee group to an academic level. You can do this for multiple academic institutions.

To access this page:

1. From the home page, click Setup and Maintenance.
2. From Setup, select Student Management.
3. In Functional Areas, click Student Structures.
4. In Show, select All Tasks.
5. Click Manage Fee Group Default Settings.

Manage Fee Group Default Settings Page

The tuition calculation process uses the academic level and fee group combination to determine which fee group to assign to an academic level, and subsequently to a student. The process then uses the appropriate fee group to calculate a student's fees.

NOTE: The academic level and fee group combination must be unique for an academic institution. You can assign only one fee group to an academic level.

You can also override the fee group for a group of students using the Fee Calculation for Multiple Students process. With this process, you can easily select a group of students and apply a new fee group when you calculate their fees.

Process Details Page - Fee Calculation for Multiple Students

To run the process, go to Tools > Scheduled Processes.

When you run the Fee Calculation for Multiple Students process, make sure:

• In Run Option, you select Override fee group.
• In Calculation Required, you select Yes.
• In Fee Group, you select the group you want to use.
• In Retain Existing Fee Group, you select No.

In the example screenshot, the process will calculate fees for students who are in the Dance (Reporting) 2015-2020 academic period, and will use the academic fees associated with Fee Group Three. When you go to a student's Maintain Student Academic Periods page, the value in the Override Fee Group column reflects the fee group you selected in the batch process.

Steps to Enable

No steps are required to enable this feature.

Role Information

• The Bursar role is required.

Generate and Print Bills for Select Students

Use person tags to identify which group of students to include when you run the Generate Billing Transactions or Formatting Bills processes.

Person tags are labels that are assigned to students so you can easily group them. When you run batch processes like Generate Billing Transactions, using person tags in your population selection query makes it easy for you to select a group of students. You can filter the population of students using a specific tag.

To use person tags in population selection, you must create two queries: one using just the Person Tags subject area, and then another query using Student Accounts Real Time and Person Real Time subject areas. You use the first query (the one for person tags) as a filter in your second query. You then use the second query as your population selection parameter when you run either Generate Billing Transactions or Formatting Bills.

A.  Create the first query using the Person Tags Real Time subject area.

1. Go to Tools > Reports and Analytics.
2. Click Browse Catalog. Make sure your browser is set up to allow pop-ups. Oracle BI appears.
3. Click New > Analysis.
4. Select Higher Education – Person Tags Real Time.
5. From the Subject Areas pane, select the columns you want to use.
6. If you want to filter the results, click the icon for the column you want to use as a filter, then click Filter. 
7. Set the parameters for which you want to filter. The screenshot below shows an example of a filter.
8. If you want to view the results of your query, click the Results tab.
9. Click Save Analysis.

Example of Filtering Using Person Tags

B.  Create the second query using the Student Accounts Real Time and Person Real Time subject areas.

1. Click New > Analysis.
2. Select Higher Education – Student Accounts Real Time and Person Real Time.
3. From the Student Accounts Real Time subject area, make sure you select Student > Student Academic Period ID. Student Academic Period ID is a required parameter for the Generate Billing Transactions or Formatting Bills processes.
4. From the Person Real Time subject area, select the columns you want to use.
5. Click the icon for the column you want to use as a filter, then click Filter. 
6. In Operator, select is based on results of another analysis.
7. In Saved Analysis, click Browse.
8. Navigate to where you saved the first query where you used person tags, then select that query. This is where you use the person tags query as a filter.
9. In Relationship and Use values in Column, set the values you want to use.
10. If you want to check the results, click the Results tab.
11. Click Save Analysis.

To use the query in population selection:

1. Go to Tools > Scheduled Processes.
2. Look for Generate Billing Transactions.
3. In Select BI Query, click Search and Select.
4. Click Search to list all the available queries. Your query should appear in the search results if you saved it in the correct folder.
5. Select your query.
6. Modify any of the other fields as necessary.
7. Click Submit. The process is then scheduled and should appear on the page. Click Actions > Refresh if necessary.

Steps to Enable

Make sure you specify the BI query location for the Generate Billing Transactions and Formatting Bills processes. The location you specify is used to determine where to retrieve the queries you create. For example, when you search for your query in population selection, the system uses the information you specified on this page.

1. From the home page, click Setup and Maintenance.
2. From Setup, select Student Management.
3. In Functional Areas, click Student Structures.
4. In Show, select All Tasks.
5. Click Manage Population Selection Process Contexts.
6. Click Generate Billing Transactions. The details page for this process appears.
7. In BI Query Folder Locations, specify the location where queries should be stored. The following example shows where queries are stored. You can add multiple locations.
8. Click Save and Close. 

Process Context Details

Role Information

• The Bursar role is required.

Manage Organization Transactions

Manually create one-off charges, issue receipts, or issue refunds for a sponsor or external organization. To do these, go to Academics > Finances > Organizations, and then access the organization's Account Detail page.

Account Detail Page

From the Actions menu, click:

• Create Charge to create a one-time charge.
• Create Receipt to issue a receipt for payments made.
• Manage Receipt to view all receipts. 

To issue a refund, you must be on the Manage Receipts page. On that page:

1. Select the receipt with an unapplied amount.

 

Manage Receipts Page

2. Another Manage Receipt page appears. This page is specifically for that receipt with the unapplied amount.    

3. Click Actions, then select Issue Refund.

Manage Receipt Page for Receipt with Unapplied Amount

Steps to Enable

No steps are required to enable this feature.

Role Information

• The Bursar role is required.

Restrict Refunding

You can limit or restrict refunding by defining which service impact to impose the restriction on.

In the following example, you won't be able to initiate refunds to students whose accounts have a service indicator that matches the service impact Block Book Checkout.

Student Financials System Options - Refund Setup

Steps to Enable

On the Student Financials System Options page, Refund Setup area, specify the service impact that must match the service indicator on a student's account.

Role Information

• The Bursar role is required.

Select Students to Include in Fee Calculation

Use person tags in your population selection query to identify which group of students to include when you run the Fee Calculation for Multiple Students process.

Person tags are labels that are assigned to students so you can easily group them. When you run batch processes like Fee Calculation for Multiple Students, using person tags in your population selection query makes it easy for you to select a group of students. You can filter the population of students using a specific tag.

To use person tags in population selection, you must create two queries: one using just the Person Tags subject area, and then another query using Student Accounts Real Time and Person Real Time subject areas. You use the first query (the one for person tags) as a filter in your second query. You then use the second query as your population selection parameter when you run the batch process.

A. Create the first query using the Person Tags Real Time subject area.

1. Go to Tools > Reports and Analytics.
2. Click Browse Catalog. Make sure your browser is set up to allow pop-ups. Oracle BI appears.
3. Click New > Analysis.
4. Select Higher Education – Person Tags Real Time.
5. From the Subject Areas pane, select the columns you want to use.
6. If you want to filter the results, click the icon next to the column you want to use as a filter, then click Filter.
7. Set the parameters for which you want to filter. The screenshot below shows an example of a filter.
8. If you want to view the results of your query, click the Results tab.
9. Click Save Analysis.

Example of Filtering Using Person Tags

B. Create the second query using the Student Accounts Real Time and Person Real Time subject areas.

1. Click New > Analysis.
2. Select Higher Education – Student Accounts Real Time and Person Real Time.
3. From the Student Accounts Real Time subject area, make sure you select Student > Student Academic Period ID. Student Academic Period ID is a required parameter for the Fee Calculation for Multiple Students process
4. From the Person Real Time subject area, select the columns you want to use.
5. Click the icon for the column you want to use as a filter, then click Filter. 
6. In Operator, select is based on results of another analysis.
7. In Saved Analysis, click Browse.
8. Navigate to where you saved the first query where you used person tags, then select that query. This is where you use the person tags query as a filter.
9. In Relationship and Use values in Column, set the values you want to use.
10. If you want to check the results, click the Results tab.
11. Click Save Analysis.

To use the query in population selection:

1. Go to Tools > Scheduled Processes.
2. Look for Fee Calculation for Multiple Students.
3. In Select BI Query, click Search and Select.
4. Click Search to list all the available queries. Your query should appear in the search results if you saved it in the correct folder.
5. Select your query.
6. Modify any of the other fields as necessary.
7. Click Submit. The process is then scheduled and should appear on the page. Click Actions > Refresh if necessary.

Steps to Enable

Make sure you specify the BI query location for the Fee Calculation for Multiple Students process. The location you specify is used to determine where to retrieve the queries you create. For example, when you search for your query in population selection, the system uses the information you specified on this page.

1. From the home page, click Setup and Maintenance.
2. From Setup, select Student Management.
3. In Functional Areas, click Student Structures.
4. In Show, select All Tasks.
5. Click Manage Population Selection Process Contexts. 
6. Click Fee Calculation for Multiple Students. The details page for this process appears.
7. In BI Query Folder Locations, specify the location where queries should be stored. The following example shows where queries are stored. You can add multiple locations.
8. Click Save and Close. 

Process Context Details

Role Information

• The Bursar role is required.

Trigger Fee Calculation

The fee calculation process is automatically triggered when the Calculate check box is selected on the relevant academic reporting period page and when:

• a student or bursar accesses the student's account
• a student enrolls or drops from a course in self service (My Academics)

The system automatically selects the Calculate check box on the relevant academic reporting period page when:

• A student enrolls in, drops, or withdraws from a course
• A student's official residency information changes
• A student's fee group is overridden
• A student or bursar accesses the account page

Steps to Enable

To automatically trigger fee calculation, you must set up your academic reporting period attributes:

1. Go to Academics > Curriculum.
2. Click Actions > Manage Academic Periods.
3. Select the academic period for which you want to trigger automatic fee calculation. Make sure the academic period is an academic reporting period. The details page for that academic reporting period appears.
4. In Period Dates, add these attributes: Auto Tuition Calculation and Auto Tuition Calculation, Self Service. When you add these attributes, notice that the Calculate check box is disabled. It's the system that automatically selects this check box when certain events occur.
5. Specify a date range for the auto tuition calculation attributes. The date range you set is used to check whether an action or transaction (for example, student accesses the account page) falls within the date range. If it does and the Calculate check box is selected, then the student's tuition fees are automatically calculated. The updated fee appears on the student's account page.  
6. Click Save and Close.

Example: Check Academic Period Category

Example: Add Attributes to the Academic Period for Automatic Fee Calculation

NOTE: You must specify a start date for the attributes Auto Tuition Calculation and Auto Tuition Calculation, Self Service.

Role Information

• The Bursar role is required.

Self Service: Pay Bills

Students can conveniently pay their bills online using their smartphone or computer by going to their My Finances page. The available payment method depends on what the administrator set up on the Student Financials System Options page. 

My Finances - Transaction History

When students pay their bills online, they can choose to pay the current billed amount, full amount, or specify a different amount.

Make a Payment Page

Steps to Enable

To enable online payments, you must specify payment options on the Student Financials System Options page.

1. Go to Academics > Finances.
2. From the Actions menu, select Manage Student Financials System Options.
3. Click Self Service.
4. Specify the payment methods you want to use.

Role Information

• The Bursar role is required.

Self Service: Trigger Customer Account Creation

A process to record students' addresses is automatically triggered in self service.  This process is called when students enroll for the first time or they don’t have a billing address in the system.

A window appears where students must provide a billing address. This address is used to create their customer account, which is required so that the system can post financial transactions to students' accounts.

Customer Account Creation

Steps to Enable

No steps are required to enable this feature.

Tips And Considerations

If you want an administrator to be able to create a student account on the fly, then you must make sure the reference data set is assigned to the administrator.

1. From the home page, click Setup and Maintenance.
2. From Setup, select Student Management.
3. In Functional Areas, click Enterprise Profile.
4. Click Manage Reference Data Set Data Access for Users.
5. To check whether the user has the proper data access:
   1. Click Users with Data Access.
   2. Provide either the user name or the role (Bursar), then click Search. If your user has been granted data access, the search results should show the user with the appropriate role (Bursar), security context (reference data set), and security context value.
6. If the user does not appear in the search results, then you must set up the reference data access for the user:
   1. Click Actions > Create.
   2. In User Name, search for the user.
   3. In Role, select Bursar.
   4. In Security Context, select Reference data set.
   5. In Security Context Value, select the appropriate set ID.
   6. Click Save and Close.
7. Click Done.

Role Information

• The Bursar role is required.

Student Records

Oracle Student Records enables you to set up and maintain your academic structures, curriculum structures and items, and academic calendars. You can enter, track, and process all academic information – from the course catalog and schedule of courses to student programs. You can enroll, grade, and evaluate students.

Manage Storefronts

You can now create multiple storefronts, such as an Undergraduate storefront and a Continuing Education storefront, and indicate the primary storefront.

Create Multiple Storefronts

Steps to Enable

No steps are required to enable this feature.

Manage Drop Schemes

Create drop schemes to map a drop type to an enrollment status and, where relevant, a penalty result. For example, you might create an undergraduate drop scheme. Alternatively you might create one scheme for undergraduate and graduate combined if the same penalties apply to both.

The Drop Scheme Detail grid lists the predefined drop types and the predefined enrollment status to which each drop type is mapped. The grid indicates what occurs on a student’s enrollment record when a student drops a course.

Drop Scheme Detail

When you select a penalty drop type, the Penalty Result grid becomes available. Select a result set and a result to indicate the penalty result, such as W (Withdrawal) that a student will receive when the student drops the course.

Penalty Result

Steps to Enable

No steps are required to enable this feature.

Manage Academic Levels

The Drop Scheme field is now available in the Manage Academic Levels task. Therefore, when a student drops a course, the enrollment status (such as Withdrawn) and result (such as W: Withdrawal) assigned to the student is based on the student’s academic level and the drop scheme associated with that level.

The Type of Credit field is now available on the Manage Academic Levels task. The type of credit is used in calculating student statistics.

Drop Scheme Field and Type of Credit Field

Steps to Enable

No steps are required to enable this feature.

Manage Academic Period Attributes

The following predefined attributes are now available in the Manage Academic Period Attributes task:

• Last Date to Drop: Do Not Retain
• Last Date to Drop: Retain
• Last Date to Drop: Penalty
• Last Date to Drop: Greater Penalty
• First Date to Waitlist
• Last Date to Waitlist

You can use these attributes to:

• Establish drop deadlines for your institution so that when a student drops a course, the appropriate transactions, such as tuition recalculation and assignment of grades, occur.
• Establish waitlist dates for a semester or other academic period. You can also create course-specific waitlist dates using the period profile option when you schedule a course.

Drop and Waitlist Attributes

Steps to Enable

No steps are required to enable this feature.

Manage Result Sets

In the Manage Result Sets task, select the Drop Result check box for a result value to indicate that the result value can be used only when a student drops a course. For example, you might select the check box for a grade of W: Withdrawal. The check box is available only for result sets for which the Student Statistics check box isn’t selected.

Drop Result Check Box

Steps to Enable

No steps are required to enable this feature.

Manage Scheduled Courses

These fields now appear in the Control Dates section when you schedule a course:

• Dropped: Not Retained
• Dropped: Retained
• Dropped: Penalty Result
• Dropped: Greater Penalty Result
• Waitlist (if the Waitlist Capacity is greater than zero)

Drop Fields and Waitlist Field

Steps to Enable

No steps are required to enable this feature.

Manage Drop Processing

When a student drops a scheduled course, the drop processing occurs based on the drop scheme setup and drop deadlines.

Drop Processing

Steps to Enable

To enable drop processing:

1. Enable the predefined drop attributes in the Manage Academic Period Profiles task.
2. Establish drop schemes using the Manage Drop Schemes task.
3. Optional: If you assign withdrawal or penalty grades in the Mange Drop Types task, use the Manage Result Sets task to create drop results for all the result sets that you use for scheduled course results.

Manage Enrollment Action Reasons

Create action reasons for the drop scheduled course enrollment action. The reasons are then available to administrative users when they make changes to students' enrollment records. For example, a user drops a student from a scheduled course because the student hasn’t paid the required fees.

Enrollment Action Reasons

Steps to Enable

No steps are required to enable this feature.

Manage Courses

When you create or edit a course, in the Administrative Data section, select the Pay to enroll check box to indicate that students must pay for the course before they enroll in it. You might select this check box for Continuing Education enrollment and payment flows.

Pay to Enroll Check Box

SELF-SERVICE IMPACT 

If you select the check box and attach a fee, the course fee shows in self-service pages.

If you select the check box and don't attach a fee, Free shows for the course in self-service pages.

If don’t select the check box (for example for a course that is part of a traditional enrollment flow), no fee information shows for the course in self-service pages.

Steps to Enable

No steps are required to enable this feature.

Manage Programs

When you create or edit a program, the following fields are now available in the Administrative Controls section:

• Enrollment Mode field
• Payment Mode field
• Auto admit check box

Different enrollment models have different enrollment and payment processes. For example, Continuing Education students might pay before they enroll in a course, using a typical internet shopping cart experience. For institutions that use a traditional enrollment model in which students plan their courses based on program requirements, students might enroll in courses first and be billed later.

For main programs, select an enrollment mode of Shopping cart or Scheduler and a payment mode of Pay to enroll or Bill later.

Some types of programs, such as Continuing Education programs, don’t have formal admission requirements such as proof of a high school diploma or completion of a bachelor’s degree. Select the Auto admit check box to identify a program as one to which students can be automatically admitted when they submit a simple application.

Enrollment and Payment Mode

Steps to Enable

No steps are required to enable this feature.

Manage Program Versioning

The following actions are now available for an existing program:

• Delete Record: Select this action to delete an existing program row.
• End Date: Select this action to end a program.

The End Date action is available only on the maximum effective dated row for the program. Select the action and enter an end date for the program.

After you end a program, actions are available for the program, but with some restrictions:

• Insert Record: The effective date of the new row must be earlier than or the same as the program end date.
• Correct Record: The effective date of the maximum effective dated row must be earlier than the program end date.
• Delete Record: No restriction.
• End Date: Remains restricted to the maximum effective dated row (a user can update the program end date).

Steps to Enable

No steps are required to enable this feature.

Manage Student Programs

Use the new Requirement Period field to identify the catalog year and term for a student’s academic program requirements, which might be different from the student’s admit term. For example, a student commences study in Fall 2018, but was admitted to the program under Fall 2017 requirements. The Requirement Period field shows Fall 2017.

Steps to Enable

No steps are required to enable this feature.

Manage Student Enrollment: Waitlists

Use the new Waitlist tab on the Scheduled Course Roster page to:

• View all students on the waitlist.
• Enroll a student from the waitlist.
• Remove a student from the waitlist.
• Change a student’s position on the waitlist.

Scheduled Course Roster: Waitlist

Steps to Enable

To enable the scheduled course waitlist feature:

1. Enable the predefined attributes (First Date to Waitlist and Last Date to Waitlist) in the Manage Academic Period Profiles task.
2. Establish waitlist dates for a semester or other academic period in the Mange Academic Periods task. You can also create course-specific waitlist dates using the period profile option when you schedule a course.

Manage Student Results

With the continued redesign of the Student Results page to include transcript detail, administrative users can now provide a Continuing Education student with a document that lists all courses, course results and statistics, period statistics, and cumulative statistics.

NOTE: Statistics calculation occurs only if you complete the setup for student statistics result types using the Manage Result Types and Manage Result Sets tasks.

The following tabs are available on the Student Results page:

• Courses
• Reporting Period Statistics
• Cumulative Statistics

Student Results

The following period statistics are now calculated:

• Enrollment Units: The total number of units a student is enrolled in that earn credit (this reduces as results are assigned and courses are completed).
• Earned Units: The number of units with a grade point value that a student completed.
• Earned Grade Points: The number of grade points the student earned in the academic period.
• Grade Point Average: The grade point average (total period graded points divided by total period GPA units).

The following cumulative statistics (by academic level) are now calculated:

• Enrollment Units: The total number of credits a student earns at an academic level (this reduces as results are assigned and courses are completed).
• Earned Units: The total number of earned credits that count towards a student’s GPA.
• Earned Grade Points: The total number of grade points a student earned.
• Grade Point Average: The overall grade point average for the academic level (cumulative grade points divided by cumulative GPA units) for all courses at an academic level.

Steps to Enable

No steps are required to enable this feature.

Self Service: View Program Details

If a program is attached to more than one campus, all campuses display.

If a program has more than one credential, all credentials display.

The Apply button is available when all the following are true:

• In Admissions Form Inventory, a form is published for the program.
• On the program setup, the program type indicates that the program is a main program.
• On the program setup, the Admission required check box is selected.

Apply Button

After a student applies to a program, the Apply button changes to match the status of the application such as Activated.

Apply Button: Activated

COURSES TAB 

In addition to courses, students can also view course lists, including course lists within course lists.

In addition to program requirements, students can now also view academic group requirements. Academic group requirements, such as requirements that are common to a particular department, apply to all programs that are attached to the academic group.

Academic Group and Program Requirements

Steps to Enable

No steps are required to enable this feature.

Self Service: View Course Details

FEE INFORMATION 

Fee information displays for a course in self-service pages as follows, based on the course setup:

• If the Pay to enroll check box is selected and a fee is attached to the course, the fee amount shows for the course.

Course Fee

• If the Pay to enroll check box is selected and no fee is attached to the course, Free shows for the course.

Free Course

• If the Pay to enroll check box is not selected (for example, for a course that is part of a traditional program), no fee information shows for the course.

Pay to Enroll Check Box Not Selected

COURSE DETAILS 

The new Schedule Options tab shows all the scheduled options for the course.

Schedule Options

Steps to Enable

No steps are required to enable this feature.

Self Service: Search for Programs and Courses

When searching for programs, a student can use the new academic level filter.

When searching for courses, a student can use the new academic level filter and academic reporting period filter.

Steps to Enable

No steps are required to enable this feature.

Self Service: Check for Prerequisites

A student cannot add a scheduled course to the cart if the course has a prerequisite which the student has not met.

Steps to Enable

No steps are required to enable this feature.

Self Service: Use Scheduler Enrollment

On the program setup, you can select an enrollment mode of Scheduler to indicate a traditional enrollment model in which students enroll in courses based on program requirements. The initial phase of Scheduler enrollment is now available.

When a student who is active in a program for which the enrollment mode is Scheduler signs in to self service, the student is taken to the My Academics landing page. The student can:

• View information about current and completed programs and courses.
• Drop a scheduled course.
• Access the scheduler.

My Academics

In the scheduler, the student can:

• Search for courses that meet their program requirements (the default filter) or search the entire course catalog.
• Enroll in scheduled courses.

A student cannot enroll in a course if the course has a prerequisite which the student has not met.

Scheduler

Steps to Enable

No steps are required to enable this feature.

Student Admissions

Oracle Student Admissions enables users to enter, track, and process the submission of the admissions applications.

Manage Admissions Applications

The ability to accept admissions applications is a key function in any academic institution. As an admissions coordinator, you can view admissions applications that applicants have submitted through self service. The following graphic shows the tab on the admissions landing page that lists the submitted admissions applications.

Admissions UI Displaying Submitted Admissions Applications

You can use the Form Builder tool to build admissions application forms that applicants can fill out. The following graphic shows the tab to build a new form or edit an existing form.

Form Builder on the Admissions UI

Steps to Enable

No steps are required to enable this feature.

Role Information

• The user must have the Admissions Coordinator and Admissions Manager roles.

Use Form Builder for Applications

With Form Builder, you can:

• Preview the form before publishing.
• Configure a branding banner for your institution.
• Define form details, such as the name of the application form, and the campus and academic level for which the form is available.
• Add sections to your form, select in which order sections appear, and define the section properties, such as fields in a section and the section heading.
• Select in which order fields appear in a section and define field properties, such as the field label and whether the field is required for form submission.

The following graphic shows a section with its properties on the Form Builder UI.

Form Section Design

Steps to Enable

No steps are required to enable this feature.

Role Information

• The user must have the Admissions Manager role.

Self Service: Apply Online

The online application form begins with a series of preliminary questions to guide the applicant to the application of the program to which they wish to apply.

The following graphic shows a preliminary question.

Online Application Preliminary Question

For an applicant using a direct-access URL to a specific form, that form may support more than one program.  A program selector page presents these applicants all programs associated with that form.  The applicant can then select the program to which they intend to apply. 

The following graphic shows multiple program options for an applicant.

Program Selector Page

Steps to Enable

Online applications are set up using the Manage Admissions Application Action Reasons and Specify Admissions Settings areas within Functional Setup Manager.

Tips And Considerations

When the online application form displays fields for a given program, the applicant must complete all required fields to submit the application.

Transactional Business Intelligence for Student Management

Oracle Fusion Transactional Business Intelligence is a real time, self-service reporting solution offered to all Oracle Cloud application users to create ad hoc reports and analyze them for daily decision-making. Oracle Transactional Business Intelligence provides academic coordinators, registrars, bursars, academic advisors, and student services managers the critical academic information to analyze enrollment, course capacity planning, and student tuition billing accounts.

New Subject Area: Higher Education - Student Results Real Time

Enhance your Student Management reporting with this new subject area. You can use this subject area to report on student course grades and other outcomes. Details such as course name, academic period, and student name are available for reporting. Include student results as criteria to identify groups of students for population selection enabled processes.

The following graphic shows the student results subject area:

Subject Area for Student Results

Steps to Enable

To use the subject area:

1. Select Navigator > Tools > Reports and Analytics to open the Reports and Analytics work area.
2. Include the subject area in your report or analysis.

New Subject Area: Higher Education - Student Credentials Real Time

Provide additional reporting capabilities using this subject area to report on degrees and certificates awarded to students. Details such as credential name, credential conferral date, and student name are available for reporting. Include student credentials as criteria to identify groups of students for population selection enabled processes.

The following graphic shows the student credentials subject area:

Subject Area for Student Credentials

Steps to Enable

To use the subject area:

1. Select Navigator > Tools > Reports and Analytics to open the Reports and Analytics work area.
2. Include the subject area in your report or analysis.

New Subject Area: Higher Education - Student Programs Real Time

Provide additional reporting capabilities using this subject area to report on student program assignments. Details such as program name, academic period, and student name are available for reporting. Include student programs as criteria to identify groups of students for population selection enabled processes.

The following graphic shows the student programs subject area:

Subject Area for Student Programs

Steps to Enable

To use the subject area:

1. Select Navigator > Tools > Reports and Analytics to open the Reports and Analytics work area.
2. Include the subject area in your report or analysis.

Update 18B

Revision History

This document will continue to evolve as existing sections change and new information is added. All updates appear in the following table:

Date	Feature	Notes
06 APR 2018		Created initial document.

Overview

This guide outlines the information you need to know about new or improved functionality in this update, and describes any tasks you might need to perform for the update. Each section includes a brief description of the feature, the steps you need to take to enable or begin using the feature, any tips or considerations that you should keep in mind, and the resources available to help you.

Give Us Feedback

We welcome your comments and suggestions to improve the content. Please send us your feedback at oracle_fusion_applications_help_ww_grp@oracle.com.

Feature Summary

Student Management

Campus Community

Oracle Campus Community includes everything that is shared among different Student Management product areas, whether person records, tools such as the rules engine, or common setup objects for implementing Student Management.

Manage Student Management Lookups

A lookup is a list of values. For example, Residency Code is a lookup for which you can define lookup values such as In state and Out of state. You can now manage all the Student Management lookups from a single page. Access this new page from the Setup and Maintenance work area of Student Management. The page is similar to the Manage Standard Lookups page that other cloud applications use.

The following graphic shows the Manage Student Management Lookups page with a lookup and its values:

Manage Student Management Lookups

Steps to Enable

No steps are required to enable this feature.

Create BI Catalog Custom Folder for Population Selection

While browsing the BI catalog folders to map to a Population Selection context, you can easily create a new BI folder, without navigating to the Reports and Analytics work area.

The following graphic shows the UI for browsing the folders. Click the Create Folder button to create a new folder.

Create Folder Button on the Select Folders UI

Steps to Enable

No steps are required to enable this feature.

Student Financials

Oracle Student Financials is a tool for higher education institutions to manage student receivables, billing, and payment collection. Using Student Financials, both staff and students can quickly find and use the financial information they need to make critical decisions. Staff can actively manage student accounts by performing functions such as creating charges, accepting payments, processing refunds, and generating receipts.

Manage Organization Transactions

New external organization functionality enables you to create financial transactions such as charges, payments, and refunds for the external organization. External organizations are necessary for student sponsorship agreements. Use the new Organizations tab on the Manage Finances page to search for external organizations.

Manage Finances Page for Organizations

Click an Organization Name to review its associated transaction details.

Account Detail Page for Organization

Refer also to the Create Sponsorship Agreements section.

Steps to Enable

Before you can manage an organization's financial transactions and billing, and create sponsorship agreements, you must first create an external organization in Campus Community.

The external organization also needs a customer account, which is created when you attach the organization to a contract on the Create Sponsorship Agreement page.

Tips And Considerations

An external organization can have multiple customer accounts associated with it. A customer account must be created for each sponsor/sponsor agreement combination.  For example, if an organization has three sponsorship agreements there will be three customer accounts created for the external organization.  The customer account number is generated when you save a sponsorship agreement as active; that customer account number is stored on the sponsor agreement for easy retrieval on other Student Financials pages.

Create Sponsorship Agreements

A sponsorship agreement occurs between the campus and a third party to pay some or all charges that appear on a student’s bill. The third party dictates the agreement's parameters. 

Refer also to the Manage Organization Transactions section.

Steps to Enable

You must have external organizations defined in Campus Community before you can define a sponsorship agreement with them.

Use the Manage Sponsorship Agreements to review existing sponsors.

Manage Sponsorship Agreements Search Page

Here you can review the details of any existing agreements or click the Create Sponsorship Agreement button to define a new one. Use the Create Sponsorship Agreement pages to define a new agreement with a particular organization, that includes basic information, agreement details, and billing details.

Create Sponsorship Agreement: Basic Information Page

You can hover over the contextual information icon in the Sponsor field to view more information about the external organization.

Create Sponsorship Agreement: Agreement Details Page

This page captures the details such as the type of agreement, eligible reporting period or range of reporting periods, and whether the organization is sponsoring charges from courses or scheduled courses. Additionally, you can enter the maximum amount of the agreement as a whole as well as per student.

Create Sponsorship Agreements: Billing Details Page

This page captures optional information about the contract that either the institution or the sponsor wants to appear on all bills.

Bill Presentment

Bill presentment enables you to view and print balance forward bills as .pdf files. You can view specific bills to verify billed transactions and answer students' billing questions.

View and Print Bill

A Bill Number hyperlink appears on the following pages if the bill was previously selected by the Formatting Bills process.

• Charge Activity
• View Charge
• Payment Activity
• View Payment

Click the hyperlink to review, download, or print the .pdf bill.

Steps to Enable

First, you must determine the bill's format; you configure it using the provided sample bill template. Then you can run the process to format bills.

Formatting Bills Process Details

The formatting bills process can use either the Billing Process ID, Bill Number or combination of both to pick bills to be formatted and generated.  When you click Submit, the process uses the bill template as a parameter and prints the bills in the specific format. The printed bill includes transactions identified by the specified bill number range or process ID.

Use the new fields on the Generate Billing Transactions Process Details page to enable bill formatting and printing and to notify students.

Generate Billing Transactions Process Details

The Bill Template value determines the template to be used to format the bill.  Specify Format Bills if you need to format bills and print them as .pdf files; the formatting process will run as part of the Generate Billing Transactions process.

You also have the option to Send Notification to a student once a bill is printed so that the student is made aware of the bill and can pay on time. The Notification Template you select determines the formatting of that email.

Student Records

Oracle Student Records enables you to set up and maintain your academic structures, curriculum structures and items, and academic calendars. You can enter, track, and process all academic information – from the course catalog and schedule of courses to student programs. You can enroll, grade, and evaluate students.

Manage Academic Level Enrollment Inclusions

A student’s academic level is determined by the academic level of the academic group. A student is associated with an academic group when the student is assigned to a program.

The Requires student program check box and Enrollment Inclusions grid are now available on the Manage Academic Levels page.

Enrollment inclusions apply only when the Requires student program check box is selected.

Academic Level Enrollment Inclusions

In this example of an Undergraduate academic level, the Requires student program check box is selected and therefore:

• A student must be assigned to a program before the student can enroll in an undergraduate course.
• Enrollment inclusions apply when a student enrolls in an undergraduate course.

This setup indicates that a student can enroll in an undergraduate course if:

• The student is assigned to a program and
• The student has a student academic level of undergraduate or graduate (enrollment inclusion level).

If the Requires student program check box is not selected on the Manage Academic Levels page (for example, an academic level of Non-Degree for Continuing Education), enrollment inclusions are not relevant. In this case, enrollment in the course is open to anyone.

When you enroll a student in a scheduled course, you can:

• Select an academic level for the student’s enrollment in the course if the student is active in programs at multiple academic levels.
• Use the new Academic Level override enrollment validation option.

Steps to Enable

No steps are required to enable this feature.

Maintain Courses

In the Edit Description section of the Create Course page or Edit Course page, use the Display on student’s record check box to indicate which descriptive text about the course shows on a student’s enrollment record. For example, you might display information about course eligibility but not about course materials.

Display on Student's Record Check Box on the Create Course or Edit Course Page

In the Credit Details section of the Create Course or Edit Course page, use the Minimum Units and Maximum Units fields to indicate variable units for a course.

Variable Units for a Course

An administrative user can then select a value in the Units field when they enroll a student in a scheduled course. The value is reflected in the student’s enrollment record.

Steps to Enable

No steps are required to enable this feature.

Manage Student Enrollment: Waitlists

First Date to Waitlist and Last Date to Waitlist are new delivered attributes on the Manage Academic Period Attributes page. The attributes are available as profile attributes on the Manage Academic Period Profiles page when the category of the profile is Academic or Academic Self-Paced.

On the Scheduled Course Roster, an instructor can now view which students are on the waitlist and the waitlist position for each student.

The Waitlist Capacity field and Waitlist Count field are now available in Course Details in scheduled course search. A user can access this information to process enrollment requests.

Waitlist Capacity Field and Waitlist Count Field in Scheduled Course Search

A new enrollment status facet, Waitlist available, is added for scheduled course search. A user can search for scheduled courses that are full but have a waitlist, in order to add students to the waitlist as required. A Waitlist available icon displays for the scheduled courses that are listed in the search results.

Waitlist Available Enrollment Status in Scheduled Course Search

Use the new Waitlist check box on the Add Scheduled Courses page to indicate that a student is to be added to the waitlist when the scheduled course is closed. The check box is available only if the enrollment status of the scheduled course is Waitlist available (on the Scheduling Information tab for the course).

Waitlist Check Box on the Add Scheduled Courses Page

Steps to Enable

No steps are required to enable this feature.

Manage Programs of Study

VERSIONING

When you open an existing program, the program is view only. The following actions are now available for an existing program:

• Correct Record
• Insert Record

Correct Record: Select this action to edit an existing program row.

If you want to edit the effective date as well as the data for the row, take these steps:

1. Edit the effective date. Select the edit icon to access the Edit Program Effective Date page.

Edit Program Effective Date

If multiple effective dated rows exist for a program, the effective date that you enter for the edited row must be earlier than the effective date of the row above (if a row exists) and later than the effective date of the row below.

2. Edit the program data. When you select the Correct Record action, the various sections of the page such as Attributes and Administrative Controls become available for editing.

Insert Record: Create a new version of an existing program.

In most cases, a user would use the Insert Record action for a change that will be effective in the future, such as different program requirements for an academic year. You can change the effective date to any date that is later than the date of the existing maximum effective dated row.

In rare cases, a user might insert a row between two existing rows to correctly represent the history of the program, such as after conversion. If you insert a new record between two existing rows, you can change the effective date of the new row. The effective date that you enter for the new row must be earlier than the effective date of the row above (if a row exists) and later than the effective date of the row below.

ACADEMIC GROUP ACADEMIC LEVEL

In the Attributes section of the Create Program or Edit Program page, you select an academic level and then an academic group. To allow you to maintain consistency across program offerings, only academic groups with an academic level that matches the program academic level are available for selection.

Program Academic Level and Academic Group Academic Level

CAMPUS

In the Basic Information section of the Create Program page or Edit Program page, use the new Add Campus button to associate one or more campuses with a program.

Add Campus

ADMISSION REQUIRED

In the Administrative Controls section of the Create Program page or Edit Program page, select the new Admission required check box to indicate that students must be admitted to the program before they commence study.

Admission Required

FINAL CREDENTIAL SEQUENCE

Sometimes a program has multiple credentials, including more than one final credential. In the Attributes section of the Create Program page or Edit Program page, use the new Display Sequence field to order credentials and therefore identify a single, final credential that can be shown in search pages.

Credential Display Sequence

Steps to Enable

No steps are required to enable this feature.

Manage Student Programs

Use the new Delete Program action on the Student Program landing page to remove a program that was assigned in error or is no longer valid.

Delete Program

If a student has one active program for an academic group, you can delete the program if no credentials are associated with it. Deleting the program also deletes the academic group.

If a student has multiple active programs for an academic group and only one main program, you can delete all programs other than the main program, if the programs do not have associated credentials.

If a student has multiple active programs for an academic group and all the programs are main programs, you can delete all programs which do not have associated credentials.

Steps to Enable

No steps are required to enable this feature.

Manage Curriculum Tags

Typically Offered is a new tag and a new context available on the Manage Curriculum Tags page.

Typically Offered Tag and Context on the Manage Curriculum Tags Page

Associate tag values with the Typically Offered tag.

Associate Tag Values with the Typically Offered Tag

On the Maintain Academic Periods page, use the new Tags tab to associate an academic reporting period with the Typically Offered tag.

Tags Tab on the Maintain Academic Periods Page

Steps to Enable

No steps are required to enable this feature.

Self Service: Course Academic Level and Prerequisites

A guest user or student can now view the academic level and prerequisites for a course.

Course Details

On the new Requisites tab, the guest or student can view a list of prerequisite courses and link to the Course Details page for information about a prerequisite course.

Requisites Tab

Steps to Enable

No steps are required to enable this feature.

Transactional business Intelligence for Student Management

Oracle Fusion Transactional Business Intelligence is a real time, self-service reporting solution offered to all Oracle Cloud application users to create ad hoc reports and analyze them for daily decision-making. Oracle Transactional Business Intelligence provides academic coordinators, registrars, bursars, academic advisors, and student services managers the critical academic information to analyze enrollment, course capacity planning, and student tuition billing accounts.

New Subject Area: Higher Education - Person Tags Real Time

Provide additional reporting capabilities using this subject area to report on tags and tag categories assigned to persons. Details such as person tag assignment duration, academic organization name, and student name are available for reporting. Include person tags as criteria to identify groups of students for population selection enabled processes.

The following graphic shows the person tags subject area:

Subject Area for Person Tags

Steps to Enable

No steps are required to enable this feature.

New Subject Area: Higher Education - Service Indicators Real Time

Enhance your Student Management reporting with this new subject area. You can use this subject area to report on the service indicators and service impacts assigned to persons. Details such as indicator assignment duration, academic organization name, and student name are available for reporting. Include service indicators and impacts as criteria to identify groups of students for population selection enabled processes.

The following graphic shows the service indicators subject area:

Subject Area for Service Indicators

Steps to Enable

No steps are required to enable this feature.

Update 18A

Revision History

This document will continue to evolve as existing sections change and new information is added. All updates appear in the following table:

Date	Feature	Notes
19 JAN 2018		Created initial document.

Overview

This guide outlines the information you need to know about new or improved functionality in this update, and describes any tasks you might need to perform for the update. Each section includes a brief description of the feature, the steps you need to take to enable or begin using the feature, any tips or considerations that you should keep in mind, and the resources available to help you.

Give Us Feedback

We welcome your comments and suggestions to improve the content. Please send us your feedback at oracle_fusion_applications_help_ww_grp@oracle.com.

Feature Summary

Student Management

Campus Community

Maintain External Organizations

You can now create and maintain various organizations with which the institution does business. The details you can maintain include the address of the organization and primary contact in the organization.

Use the External Organizations landing page to search for an existing organization or to start creating an organization record.

Steps to Enable

No steps are required to enable this feature.

Role Information

The user must have the Organization Detail Maintenance role.

Bookmark Self-Service Pages

Students can bookmark the following self-service pages:

• Browse Catalog
• Course Details
• More Schedule Options
• Program Details
• My Courses
• My Finances
• Wish List

For example, a student can bookmark the course detail page for Introduction to Psychology in the browser. That way, the student will be able to return to the same page again in the future or send the bookmark to another student who may be interested in the same course.

Steps to Enable

No steps are required to enable this feature.

Use Map Integration

Students can use a map to locate where their scheduled course is being taught. Institutions can specify which map application to use.

Steps to Enable

To specify which map application to use:

1. In the Setup and Maintenance work area, navigate to the Manage Administrator Profile Values task.
2. On the Manage Administrator Profile Values page, search for ATK_CONTEXT_ADDRESS_MAP_OPTION profile option code.
3. Specify the map application URL as the profile value. An example of this profile value is: http://maps.google.com/maps?output=embed&q=
4. Click the Save and Close button.

To enable the map:

1. In the Setup and Maintenance work area, navigate to the Manage Administrator Profile Values task.
2. On the Manage Administrator Profile Values page, search for HER_MAPS_INTEGRATION profile option code.
3. Set Y as the profile value.
4. Click the Save and Close button.

Student Financials

Maintain Balance Forward Billing

You can now create balance forward bills for students.  Balance forward bills are those with a beginning balance, credits and charges since the last billing date, and an ending balance or balance due.  You can also include specific billing messages on a student's bill.  Use the population selection process to select the student group to include in the billing run.

Generate balanced forward bills by scheduling the new Generate Billing Transactions process.  The process generates billing transactions for students and organizations using the billing criteria you provide, and uses a population selection query to select your group of bill recipients. 

Generate Billing Transactions Process Details

When you click Submit, the process:

• Selects all transactions that have posted since the last Billing Date, less than or equal to the Due Date you enter,
• Passes the information to your accounts receivable system, and
• Generates bills based on the chosen template.

Since credits do not have due dates, the process uses the transaction date as the selection criteria instead and includes all credits with a transaction date less than or equal to the Due Date parameter since the last Billing Date.

The Generate Billing Transactions job stamps all processed transactions with a bill number and bill date, which you can view on a student's Charge Activity page, as well as on the individual invoice/charge page.

Steps to Enable

To enable balance forward billing, an administrator must first specify the customer profile class and payment term so that bursars can generate balance forward bills for students.

Student Financials System Options page

• The Charge Numbering section is renamed Transaction Numbering. 
• We deliver new values for Customer Profile Class and an associated Payment Term

View My Finances

The My Finances self-service page makes it easier for students to view a list of all their financial transactions -- charges and payments -- in one location. No matter if they use a desktop or mobile device, students can search for specific transactions, drill down into a transaction's details, and sort or filter account information to understand it better.

My Finances Page

On this page, students will see all of their curriculum and miscellaneous charges, any discounts or adjustments applied, and balances due. A list of all payments made to their account appears here, along with their associated invoices and receipts.

Financial Transaction Details

Students can also review the details for charged courses.

Finally, students can sort and filter their transactions, to show all of them, filter by Charges Due, Payments, or a specific Date Range.

Steps to Enable

No steps are required to enable this feature.

Role Information

This feature is designed specifically for self-service users.

Student Records

Maintain Courses and Scheduled Courses

Maintain Courses

In the Administrative Data section of the Create Course or Edit Course page, you can indicate whether a course will be available for search and wish list in self-service pages.

Search and Wish List Check Boxes for a Course

Maintain Scheduled Courses

When you schedule a course, you can enter a number in the Waitlist Capacity field to indicate the number of students that can waitlist for the scheduled course when it is full.

Waitlist Fields

Steps to Enable

No steps are required to enable this feature.

Add Scheduled Courses for Groups of Students

You can now process add enrollment transactions for groups of students on the Scheduled Processes page. Create and run a Population Selection query to identify the students. You can run the process for multiple scheduled courses at the same time.

Add Student Course Enrollments

Steps to Enable

No steps are required to enable this feature.

Capture Student Credential History

Student credential history is now available on the Edit Details page which you access from the Student Credentials page. You can track completion and review credentials that have been edited or revoked.

The most recently updated row shows at the top of the grid.

Student Credential History

Steps to Enable

No steps are required to enable this feature.

Use Enhanced Rapid Implementation

Enhancements to Rapid Implementation (RI) include:

• Enhancements to the Academic Period RI load and Academic Structure RI load.
• Import/Export validation.
• Support for the Audit feature for Result Type during the RI load.

Steps to Enable

No steps are required to enable this feature.