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 DEC 2018 | Created initial document. |
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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Column Definitions:
Report = New or modified, Oracle-delivered, ready to run reports.
UI or Process-Based: Small Scale = These UI or process-based features are typically comprised of minor field, validation, or program changes. Therefore, the potential impact to users is minimal.
UI or Process-Based: Larger Scale* = These UI or process-based features have more complex designs. Therefore, the potential impact to users is higher.
Customer Action Required = You MUST take action before these features can be used. These features are delivered disabled and you choose if and when to enable them. For example, a) new or expanded BI subject areas need to first be incorporated into reports, b) Integration is required to utilize new web services, or c) features must be assigned to user roles before they can be accessed.
| New Features Delivered Ready to Use Reports plus Small Scale UI or Process-Based new features will have minimal user impact after an update. Therefore, customer acceptance testing should focus on the Larger Scale UI or Process-Based* new features. |
New Features That Customer Must Take Action to Use (Delivered Disabled) Not disruptive as action is required to make these features ready to use. As you selectively choose to leverage, you set your test and roll out timing. |
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|---|---|---|---|---|---|---|
| Feature |
Report |
UI or |
UI or |
Customer Action Required |
||
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.
Manage email communications with students and applicants.
Use the Communications work area to start creating a new communication or to view details of already created communications. Click on a communication to edit it or to view which individuals have received the communication and when they received the communication. In this work area, you can search for a particular communication or filter communications based on their categories, events, institutions, and academic organizations. To access the work area, on the home page, click Academic Tools > Communications.
Communications Work Area
When you create the communication:
- Add attributes, such as category and academic organization, to the communication. Decide whether you want the communication to get automatically inactivated on a particular date.
Create Communication Page (1 of 3)
- Define when the communication should be sent automatically. A communication can be sent automatically when an event occurs, such as course enrollment or admissions application submission. For example, send an automatic email to the applicants when they submit an admissions application or send an automatic email to the students for confirming course enrollment.
Create Communication Page (2 of 3)
- Create the communication content with placeholders that are automatically filled up when the communication is sent. These placeholders are known as tokens and could be, for instance, last name and first name. Brand your communication messages by adding logos and other visual content. The following screenshot shows the available tokens for a communication.
Create Communication Page (3 of 3)
Before you create communications, you must create communication categories and map events to each communication category.
Communication Category Page
To create or edit communication categories:
- From the home page, click Setup and Maintenance.
- From Setup, select Student Management.
- In Functional Areas, click Student Structures.
- In Show, select All Tasks.
- Click Manage Communication Categories.
Watch a Demo
Steps to Enable
No steps are required to enable this feature.
Tips And Considerations
Use this new, improved communications feature instead of the communications template feature.
Key Resources
Watch Introduction to Communications Readiness Training
Monitor events that occur in Student Management. Examples of events include scheduled course enrollment, admissions application submission, bill generated for a student, and many more. These events trigger the set up communications.
Use the Events work area to monitor events. To access the work area, on the home page, click Academic Tools > Events.
You can view statistics about events in a given time frame, such as total events, events by a particular status, and success rate of delivery.
Events Work Area (1 of 2)
Browse through the events that have been initiated in a particular time frame. Use the filtering options to drill down to events with a particular status. Search for a particular generated event.
Events Work Area (2 of 2)
If an event has failed, you can retry initiating it.
Retry Initiating an Event in Events Work Area
Steps to Enable
No steps are required to enable this feature.
Tips And Considerations
On the Create Communication Category page, click the + icon on the Event Mapping section to see the complete list of delivered events. To access this page:
- From the home page, click Setup and Maintenance.
- From Setup, select Student Management.
- In Functional Areas, click Student Structures.
- In Show, select All Tasks.
- Click Manage Communication Categories.
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.
Use the Create Program Fee page to set up fees for learning packages. Learning packages are programs that are set up as pay-to-access programs.
To access the Create Program Fee page:
- From your Home page, click Academics.
- Click Finances.
- From the Actions menu, select Manage Curriculum Fees.
- Click the arrow next to Create Course Fee, then select Create Program Fee.
Create Program Fee Page
The following table describes some fields and what values to enter or select for those fields.
| Field | Description |
|---|---|
| Fee Name | Enter the name of the program fee. When you set up a program as a learning package, associate this fee with the program. For information on creating pay-to-access programs, see Student Records, Set Up Learning Packages. |
| Transaction Source | Select the source you want to associate with this fee. You set up this value in Oracle Financials Cloud. |
| Allow Discount | Select this check box if you want to allow discounts to be applied to the program fee. This check box is enabled if you set up Student Management to allow discounts (Student Financials System Options page). |
| External Fund Eligibility | This is reserved for future use. |
| Academic Period | Select the reporting academic period. Only academic periods that are of the reporting type appear on the list. |
| Transaction Type, Credit Transaction, Memo Line | Select the appropriate values you set up in Oracle Financials Cloud. |
Steps to Enable
No steps are required to enable this feature.
Use the Manage Student Credits page to create sponsorships and finance courses for eligible students.
To access the Manage Student Credits page:
- From the home page, click Academics.
- Click Finances, then click Finances.
- Click Actions, then select Manage Student Credits.
To create a sponsorship:
- Click Create Sponsorship Credit.
- Fill out the required fields. The following table describes some fields and what values to enter or select.
Field Description Source of the Credit
Select the appropriate credit source.
You provide the list of values that appear on this list. To add your lookup codes, go to Setup and Maintenance:
Offering: Student Management
Functional Area: Student Structures
Task (Show All Tasks): Manage Student Management Lookups
Lookup Type: ORA_CREDIT_SOURCE_CODE
Student Resource Information Select No.
- In Set Eligibility Conditions, click + to add an academic period. The academic periods that appear here are reporting academic periods.
- Click + below the academic period. This is where you select which course or scheduled course to finance for the academic period you defined,
- Select a curriculum type (scheduled course or course), then select the curriculum name.
- Click Save and Close.
- On the Manage Student Credits page, select the credit you just created, then click Assign Students. The Assign Students to Credit page appears. From this page, you can add students to the sponsorship credit, deactivate a student's eligibility from the credit, or completely remove the student from the sponsorship.
- In Select Students, click +. The Student Attributes dialog box appears.
- In Student Name, search for the student you want to sponsor, then select the student's name.
- In Academic Period, select the same academic period you defined for this sponsorship credit.
- In Student Assignment Status, select Activated.
- Click Assign.
- Repeat steps 8 to 12 to add more students.
- Click Save and Close.
Create Sponsorship Credit Page
Assign Students to Credit Page
Steps to Enable
No steps are required to enable this feature.
Tips And Considerations
- Students must already have user and customer accounts in the system. A customer account is created when the student provides a billing address upon checking out from the shopping cart (self-service)
- You can add multiple academic periods to a sponsorship credit. For each academic period, you can add multiple combinations of course and scheduled courses.
- When you remove the student from the sponsorship and the student has already enrolled in the sponsored course, the student has to pay the associated fee.
Key Resources
Watch Prepaid Sponsorships Readiness Training
Self-Service: Buy a Learning Package
For information about this feature, refer to the Student Records section of this document. Programs that are set up as learning packages are configured in Student Records.
Steps to Enable
Before you create a program that you want to set up as a learning package, you must set up the corresponding fee for the program. To set up the program fee, see Student Financials, Set Up Learning Packages. Once you’ve created the fee, associate the fee with the program you create in Student Records. To set up a program as a learning package, refer to the Student Records section of this document.
Self-Service: Enroll in Sponsored Courses
Students who have been assigned to a sponsorship credit can enroll in courses that are part of the sponsorship.
As soon as they log into their account, students see the sponsored course and they can immediately enroll. They can also look up courses through the catalog, then enroll in the sponsored course.
Self-Service: Sponsored Course
Shopping Cart Showing Sponsored Course
On the self-service Home page, when students click My Finances, the history of transactions will show the breakdown of fees.
My Finances Transaction History
Steps to Enable
To enable students to enroll in sponsored courses, you must have:
- Set up the sponsorship credit. (For information on setting up sponsorship credits, see Create Sponsorship Credits.)
- Assigned the student to the sponsorship credit.
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.
Designate a Primary Student Program
You can now designate a primary student program within an academic level when a student has multiple programs at the same academic level. You can therefore provide a single program for downstream processes such as tuition calculation.
On the Student Programs UI, the new Set Primary button displays if a student has more than one active main program for an academic level.
Set Primary Button
Click the Set Primary button to access the new Set Primary Program page.
Set Primary Program Page
In the Program Details section, you can optionally assign a campus to a student program record when you add, edit, or switch a program. You can therefore provide a student's campus details for downstream processes and reporting.
Program Details Campus
Steps to Enable
No steps are required to enable this feature.
Set up programs so that students can pay a flat fee for a program and then enroll in the courses that belong to the program. Students do not pay for the individual courses.
Complete these setup steps in the Administrative Details section when you create or edit a program:
- Select the Admission required check box.
- Select the new Pay to access check box:
- In the Enrollment Mode field, Shopping cart is automatically selected and you can’t edit the field.
- In the Payment Mode field, Pay to enroll is automatically selected and you can’t edit the field.
Pay to Access Check Box
- Click the new Add Fee button to add a fee for the program.
Add Program Fee
Steps to Enable
No steps are required to enable this feature.
Record the Last Date of Attendance
Use new fields on the Drop Scheduled Course UI to track student data when you drop a student from a scheduled course:
- Select the Attended check box to indicate that the student attended the course.
- If you select the Attended check box, enter a date in the Last Date of Attendance field.
Record Attendance
Steps to Enable
No steps are required to enable this feature.
Calculate Student Level and Load
Use the new Student Level Determination field on the program setup to determine a student’s level within a program, based on the student's total number of completed and enrolled units.
Student Level Determination
Calculate student level and load based on enrollment units. Statistics are stored on the Student Results page.
NOTE: Level and load calculation occurs only if you complete the result set, result type, and program setup. Create level and load result sets and attach them to result types using the Manage Result Sets and Manage Result Types tasks. In the program setup, ensure that the value in the Student Level Determination field is Units (selected by default).
Period Statistics Example:
Period Statistics
You can override the load.
You can track these levels:
- The level at the start of a period, based on the number of units enrolled.
- The projected level at the end of a period, based on the number of units enrolled.
- The level at the end of a period, based on the number of units completed (grading).
The load is updated each time a student enrolls and the level is updated each time a student is graded.
Cumulative Statistics Example:
Cumulative Statistics
Steps to Enable
No steps are required to enable this feature.
Load Curriculum Item Images in Batch
You can now load images for multiple courses or programs using Rapid Implementation.
Steps to Enable
No steps are required to enable this feature.
Self-Service: Buy a Learning Package
Students can pay a flat fee for a program and then enroll in the courses that belong to the program. Students do not pay for the individual courses.
The program fee displays in self-service.
Program Fee
When a student applies and is admitted to the program, a status of Activated displays and the Apply button changes to the Pay Program Fee button.
Pay Program Fee
The student clicks the Pay Program Fee button and is taken to the My Finances page, where the charge for the program fee displays.
Charge for Fee Displays
After the student pays for the program, the student can add the courses to their cart. The student does not owe any money for the courses.
No Course Fee
The student enrolls in the courses and receives confirmation of enrollment and confirmation that they have not been charged for the courses.
Steps to Enable
The steps required to use this feature are:
- Define a program fee (Academics > Finances > Actions > Manage Curriculum Fees).
- On the program setup (Academics > Curriculum > Programs):
- Select the Admission required check box.
- Select the Pay to access check box.
- Enter a program fee.
Oracle Student Admissions enables users to enter, track, and process the submission of the admissions applications.
Form Builder functionality has been expanded to enable you to add several new sections to an application form:
- Extracurricular activities
- Academic history
- Recommendations
Select a Form Name on the Form Inventory page to add sections to the Design tab, or click Build Form to create a new one. The following graphics show the new sections that are available.
Extracurricular Activities Section
Academic History Section
Recommendations Section
You can add, remove, or change the location of these sections on the application form. You can also edit properties of a section, such as setting the minimum number of instances a specific section will appear on a form and the maximum number of stances that the applicant can add. For example, a minimum of 1 and maximum of 3 means that one instance will display automatically, and the applicant can add up to two more instances. The minimum number of sections cannot be removed.
Watch a Demo
Steps to Enable
Watch a Setup Demo
Key Resources
Watch Add Multiple Record Sections in Form Builder Readiness Training
Role Information
- The user must have the Admissions Manager role.
Manually Evaluate Applications
The Application Details page enables you to view the entire submitted application, which consolidates all applicant details and facilitates making an informed decision about a prospective student. You can view and change which admissions officer the application is assigned to, and proceed directly to the application evaluation process from this page.
Application Details Page
Watch a Demo
Steps to Enable
Watch a Setup Demo
Key Resources
Watch Manually Evaluate Applications in Admissions Readiness Trainng
Role Information
- The user must have the Admissions Manager role.
The online application form can now contain more sections for prospective students to add information they want to be considered during the admissions decision making process.
Additional Application Sections
The "Add [section]" and "Remove" links obey the minimum and maximum values on that section's properties. For example, a maximum value of 3 set for the Extracurricular Activities section means that a prospective student can't add more than three examples of extracurricular activities to their application.
Steps to Enable
Online applications are set up using the Manage Admissions Application Action Reasons and Specify Admissions Settings areas within Functional Setup Manager.
Oracle Student Advising provides the ability to build out a curriculum guided pathway for students. It also provides a student planner that allows students to plan and enroll in courses and track their own academic progress.
Design an Academic Plan Template
Program Designer enables you to create an academic plan template, then activate it for students to select.
When designing a template, you can view course lists and courses from the curriculum registry, then add and sequence them on this page. You can also clone an existing academic plan template to create a new version as your institution's academic requirements change over time. When adding courses to the template, courses with prerequisites are sequenced in order.
Build Academic Plan Page (1 of 3)
Build Academic Plan Page (2 of 3)
Build Academic Plan Page (3 of 3)
Click the plus icon to search for program requirements to add to any academic period in the plan:
Add Program Requirements Page
Steps to Enable
No steps are required to enable this feature.
Role Information
- The user must have the Academic Coordinator role.
Self-Service: Use Student Planner
On the My Academics menu, students can view and create their own academic plans and track their progress.
My Academic Planner (1 of 2)
My Academic Planner (2 of 2)
Steps to Enable
Academic plan templates are set up using the Manage Academic Plan Templates page. Academic plan template formats are set up using the Manage Academic Plan Format area within Functional Setup Manager.
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