Update 20C

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	Product	Feature	Notes
19 JUN 2020			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

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.

Additional Person Profile Information

Institutions can collect this additional personal information about students and applicants:

• Gender Identity
• Preferred Pronouns
• Primary Language
• Citizenship Status
• Visa Type
• Emergency Contact Relationship Type

Students and applicants can view and edit this information in their self-managed person profile. Administrative users can view and edit the profile information of students using the Person Search work area.

All these new fields have lookup values. For example, here are the lookup values for gender identity from which the user can select a value:

Person Profile: Gender Identity Lookup Values

Institutions can add their own lookup values or edit the delivered values using these lookup types:

• ORA_HEY_GENDER_IDENTITY
• ORA_HEY_PREFERRED_PRONOUN
• ORA_HEY_PRIMARY_LANGUAGE
• ORA_HEY_CITIZENSHIP_STATUS
• ORA_HEY_VISA_TYPE
• ORA_HEY_EMERGENCY_CONTACT_TYPE

If users don’t find the value they want in the Gender Identity and Preferred Pronouns lookup values, they can select Not listed and enter their own values in a text field.

Example of User-Entered Values for Gender Identity and Preferred Pronouns

Steps to Enable

You don't need to do anything to enable this feature.

Tips And Considerations

• To access the Person Search work area, click Navigator > Academics > Person Search.
• Use the Manage Student Management Lookups task in the Setup and Maintenance work area, Student Structures functional area to add or edit lookup values for a lookup type.

External Organization Name History

View and record historical name changes for an external organization.

To view name history:

1. Click Navigator > Academics > External Organizations.
2. Search for an organization.
3. On the external organization page, if the organization name was changed previously, the View History link is available.

View History link

4. Click the link to open the External Organization Name History window. This window lists the previous names of the organization and the dates when the changes occurred.

Steps to Enable

You don't need to do anything to enable this feature.

Search Enhancements for External Organization

Enhance external organization search using the new drop-down list of values for country, city, and state. Type ahead in each field to select specific values, and default the state from the city value.

Steps to Enable

You don't need to do anything to enable this feature.

VAT Number for External Organization

Store VAT numbers for external organizations. Academic coordinators or registrars can record the VAT number as an identifier type for external organizations.

To add a VAT number:

1. Click Navigator > Academics > External Organizations.
2. Search for an organization.
3. On the external organization page, click the Identifiers tab.
4. Click Create.
5. Select VAT Number in the Identifier Type field.
6. Enter the VAT number value in the Identifier field.

VAT Number

Steps to Enable

You don't need to do anything to enable this feature.

Tips And Considerations

Click the View History link to view deleted identifiers. The View History link is available on the Identifiers tab if at least one identifier, such as a VAT number, has been deleted.

Proxy Group Management

A proxy uses proxy groups to manage learners for whom they are proxies. A proxy can act on behalf of the learners in the proxy group they own or in the proxy group they're a member of.

A signed-in user can become a proxy by creating a proxy group and adding learners to the group. Doing so also makes the proxy the group owner. Only a proxy group owner can add other proxies to the group. If a learner doesn't exist, a proxy can create the learner and then add them to the group. A proxy group member can only add other learner members to the group; they can't remove the learners or add other proxies.

Steps to Enable

You don't need to do anything to enable this feature.

Data Privileges Assignment for Data Access

Data is visible to the end user based on the data security conditions defined by the data profile mapped to the end user's role. As an IT security manager, you can now assign data privileges that correspond to the permitted actions (for example, view, add, or delete) on this data.

You can also choose to assign full data access on all secured business objects to custom roles by assigning global data profiles and default data privileges to custom roles. You do so by running the Synchronize Default Data Privileges for Custom Job Roles process.

Steps to Enable

Make the feature accessible by assigning or updating privileges and/or job roles. Details are provided in the Role section below.

To assign full data access on all security business objects to custom roles.

1. Sign in as IT Security Manager.
2. Click Tools > Scheduled Processes.
3. Click Schedule New Process.
4. Select the type as Job.
5. Select Synchronize Default Data Privileges for Custom Job Roles and click OK.
6. Click Submit and return to the Scheduled Processes page.
7. Click Search. You see a list of scheduled processes with the process you just submitted at the top. After the status changes to Completed, all custom roles are assigned with the global data profiles and default data privileges if a more restrictive data profile is not already assigned to the role.

To assign a more restrictive data privilege:

1. Sign in as IT Security Manager.
2. In the Setup and Maintenance work area, use the Manage Application Access task:

Offering: Student Management

Functional Area: Users and Security

Task: Manage Application Access

3. Click Data Profiles.
4. In the row for the data profile that contains the roles to assign the privileges to, click Assign to Roles.
5. In the Security Conditions section, select a role. The users in that role are displayed.
6. For each user, in the Privileges column, click Choose Value, and assign the appropriate privileges.
7. Click Assign and then click Save.

Now, when the users with the data profile log in, they can do only those actions on the application pages that their data profiles have privileges for.

Tips And Considerations

If you created a custom role by copying a delivered role, remove all data security policies that were copied from the delivered role. You can, from now on, assign and manage all data access through data profiles by using the Manage Application Access task.

Role Information

To use this feature, you must sign in as an administrator.

New User Registration Updates

The new user registration process is streamlined so that when creating a user, the administrator can see whether the user already exists and, if so, specify a different set of user details to create another user.

Steps to Enable

You don't need to do anything 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.

Self-Service: Proxy Payments

Proxies (parents, guardians) can perform actions on behalf of a user, like paying for application fees or outstanding dues. To act as a proxy, you and the learner must be in the same proxy group. Once a proxy group is created, you can add other learners or designate other individuals to act as proxies for the group, allowing you to share the responsibility.

To pay for a learner:

1. Log in to self-service.
2. Click Finances.
3. Click Pay Now.
4. Click Select in the corresponding row for the user you want to pay for.
5. On the Make a Payment page, select any one of these options:
   • Bill Amount refers to the user's current billed amount. If there is an amount that is due, the payment is applied to the oldest charge and not to specific charges in the current bill.
   • Total Balance refers to the sum of all the charges against the user.
   • Other refers to any amount greater than zero that you specify.
6. Continue with the rest of the payment flow.

Self Service: Finances - Pay Now

Self Service: Finances - Select Learner

Steps to Enable

You don't need to do anything to enable this feature.

Tips And Considerations

If you're the proxy who creates the proxy group, you become the group's owner. You can add learners as well as add other proxies and remove users from the group. To create a proxy group, see Campus Community: Proxy Group Management.

Student Charges and Payments Viewing As a Proxy or Delegate

Proxies, while logged in their accounts, can view the financial information of users in the same group. This capability makes it easier to view information at a glance, like finding out if your partner paid for a fee.

As a proxy, when you go to self-service > Finances, you see Account Summary and History.

In Account Summary, you see a list of your payables as well as those of the members of your proxy group.

Proxy's Account Summary

In History, you see a list of payment transactions and their corresponding receipts. The proxy who is logged in initially sees their transactions. In the table, you also see an icon at the end of each row. Clicking this icon tells you which user you paid for. Conversely, if you're looking at a learner's account, clicking the icon shows you who paid on behalf of the learner.

If there are a large number of transactions, click Show Filters to filter out other transactions and limit your view.

If you click Bills, you see a list of bills, which are consolidated statements of charges. The Transaction References page shows transactions whose payments were collected using another service provider. See 20A: Enable Student Financial Integration Using a REST Service.

To see another user's transaction history, bills, or transaction references, select the user from the For list.

Self Service: Finances - Proxy History

While you're still viewing your transaction history, if you click an item, you see the transaction details. The invoice that corresponds to your receipt appears here.

Self Service: Finances - Proxy's Transaction Details

Invoices are created and logged in the learner's account. If you switch to the learner's view, this is what they see:

Self Service: Finances - Learner's Transaction History

Self Service: Finances - Learner's Transaction History

Self Service: Finances - Learner's Transaction Details

Steps to Enable

You don't need to do anything to enable this feature.

Tips And Considerations

To view information about users' transactions, you must all belong to the same proxy group.

Key Resources

See also:

• Student Financials: Self-Service: Proxy Payments
• Campus Community: Proxy Group Management

Redirection to Customer-Managed Payment Experience

Institutions who want to use their preferred payment service provider can now redirect their users to an external payment page. Institutions are responsible for maintaining their external payment page and making sure that information about the payment is sent back to Student Management.

Using the HED Payments REST resource, institutions can retrieve information about the fees they need to collect. To record the payment in Student Management, use the Transaction Reference Contexts REST resource. With this resource, Student Management can record the payment, generate an invoice and receipt, and enroll the student in the relevant course (as applicable).

In self-service, users see Additional Services instead of Finances. Clicking on Additional Services takes users to your external payment page.

Steps to Enable

First, configure Student Financials System Options.

1. Log in as administrator.
2. Click Navigator > Others > Setup and Maintenance.
3. Go to the Manage Student Financials Options task.
   • Offering: Student Management
   • Functional Area: Student Structures
4. Click Self Service.
5. In Electronic Payments, select Other Service Provider.
6. In Other Service Provider Receipt Method, select Cash.
7. Click Save and Close.

Student Financials System Options page

Next, provide the URL to your external payment page.

1. As administrator, click Navigator > Academics > Finances.
2. From Actions, click Manage Custom Navigation.
3. In Navigation URL, enter the address for your external payment page. Student Management automatically redirects your users to this address.
4. Click Save.

Manage Custom Navigation page

Tips And Considerations

• Institutions are responsible for building and maintaining their external payment page as well as integrating with their preferred payment service provider.

• The Manage Custom Navigation page appears only if you have configured Student Financials System Options appropriately.

Key Resources

• For information on what happens when paying for application fees, see Student Admissions: Alternate Submit Button Based on External Payment Configuration.

• Review the REST service definition in the REST API guides, available from the Oracle Help Center > your apps service area of interest > REST API. If you're new to Oracle's REST services you may want to begin with the Quick Start section.

Role Information

You need the Administrator role to configure your Student Management instance.

Bank Account Payments Acceptance in Business Unit Format and Currency

Institutions in Denmark can set the default country in Oracle Fusion Receivables to Denmark. By doing this, payers now see the appropriate bank account fields to fill out when they make payments. Previously, support for bank payments was only for the US.

Bank Account Fields

Steps to Enable

Edit System Options page

To set the default country for your institution:

1. Log in as administrator.
2. Click Navigator > Others > Setup and Maintenance.
3. Go to the Manage Receivables System Options task:

• Offering: Financials
• Functional Area: Receivables

4. If necessary, search for your business unit, then select your business unit from the results.
5. On the Billing and Revenue page, in Default Country, select Denmark.
6. Click Save and Close.

Tips And Considerations

• Depending on the bank payment method your institution wants to use, you have to configure Oracle Financials to integrate with your financial institutions.

• Make sure you set up your enterprise structure correctly in Oracle Financials because currencies are tied to the countries your business units are set up in.

• Consult a core Financials consultant, implementation partner, or systems integrator to implement Oracle Financials.

Key Resources

• For information on configuring and using ISO/SEPA direct debit in Oracle Fusion Payments, see ISO/SEPA Direct Debit Guide on My Oracle Support (Doc ID 2025869.1).

• See also Implementing Enterprise Structures and General Ledger in docs.oracle.com.

Role Information

You need the Administrator role.

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.

Data Security for Programs

Enable data security for programs in the curriculum registry. This ensures that a registrar and academic coordinator are only able to create, view, edit and search for programs that they have responsibility for.

You can control user access to viewing and editing programs by these attributes:

• Institution
• Campus
• Academic Level
• Academic Organization
• Academic Group
• Program

You can control user access to creating programs by the same list of attributes except for program.

You can control access by one attribute, multiple attributes, or all attributes.

You can control access for specific roles and for individual users.

Use the Manage Application Access task to create a data profile for a business object. Then assign that profile, with the relevant privilege, to a role or user. Refer to the Role Based Access chapter in the Securing Student Management guide on Oracle Help Center. 

Some data profiles are predefined for the business objects. On the Data Profiles page, a value of Yes shows in the Predefined field. 

MANAGE EXISTING PROGRAMS 

Create data profiles for the Program business object. You can also use a predefined data profile. 

These data profiles impact the access a user has to manage and view program data in the Curriculum: Programs UI.

A Program data profile, with the Manage Academic Program privilege, controls which programs a user can manage. For example, a user can search for, view, update, and delete only Undergraduate Humanities programs.

A Program data profile, with the View Academic Program privilege, controls which programs a user can search for and view only.

CREATE PROGRAMS 

To control which programs a user can create, use data profiles to secure the prompts that are used to create a program. In the Manage Application Access task, create a data profile for the business object that relates to the prompt. You can also use predefined data profiles.

Here's an example. For the Academic Organization prompt, you create a data profile for the Academic Organization business object. When you assign the profile to a user, you select the predefined privilege Create Academic Program on Academic Organization. You select an academic organization, such as Humanities Division. This means that when the user creates a program in the Curriculum: Programs UI, the user can select from only Humanities Division programs in the Academic Organization field.  

Here are the business objects and related privileges that you can use for your data profiles.

Business Object	Privilege
The Academic Institution business object controls the Institution prompt on the program.	Create Academic Program on Academic Institution
The Academic Organization business object controls access to the Academic Organization prompt on the program.	Create Academic Program on Academic Organization
The Institutional Campus business object controls access to the Campus prompt on the program.	Create Academic Program on Institutional Campus
The Academic Level business object controls access to the Academic Level prompt on the program.	Create Academic Program on Academic Level
The Academic Group business object controls access to the Academic Group prompt on the program.	Create Academic Program on Academic Group

Steps to Enable

Make the feature accessible by assigning or updating privileges and/or job roles. Details are provided in the Role section below.

Role Information

You need the IT Security Manager role to do these tasks. Refer to the Role Based Access chapter in the Securing Student Management guide on Oracle Help Center.

Course Selection When Enrolling Students

Control the list of courses that administrators can choose from when enrolling a student. The list of available courses will be filtered based on the data access profile attached to the user’s role or user ID. The data access profile feature allows security administrators to control access to course enrollment using a range of attributes such as institution or academic organization. Similarly, control access to student results.

You can control access to course enrollment by restricting the choice of courses using these attributes:

• Institution
• Campus
• Academic Level
• Academic Organization
• Subject (available only for the Scheduled Course business object)

You can control access by one attribute, multiple attributes, or all attributes.

You can control access for specific roles and for individual users.

Use the Manage Application Access task to create a data profile based on a business object. Then assign that profile, with the relevant privilege, to a role or user. Refer to the Role Based Access chapter in the Securing Student Management guide on Oracle Help Center.

You can create data profiles for these business objects:

• Scheduled Course
• Student Scheduled Course
• Student Result

You can also use data profiles that are predefined for these business objects. On the Data Profiles page, a value of Yes shows in the Predefined field.

These data profiles impact the type of student enrollment and results data a user can access in the Learners UI.

STUDENT ENROLLMENT 

A Scheduled Course data profile, with the Create Student Course Enrollment privilege controls the list of scheduled courses that a user can select when enrolling a student. For example, assign a Scheduled Course data profile to Humanities departmental administrators. The Academic Level is Undergraduate and the Academic Organization is Humanities Division. The privilege is Create Student Course Enrollment. In Learners: Enrollment, a Humanities departmental administrator can add only Undergraduate Humanities Division scheduled courses to a student’s enrollment record.

A Student Scheduled Course data profile, with the Manage Student Course Enrollment privilege, controls which scheduled courses a user can view and drop for a student in Learners: Enrollment.

STUDENT RESULTS 

A Student Result data profile, with the Manage Student Course Result privilege, controls which results data a user can view for a student in Learners: Student Results (Courses tab). It does this by controlling whether a user can see the Result row for a course, regardless of whether a grade exists. It also controls the ability to add and update result notes.

A Student Scheduled Course data profile, with the Create Student Course Result privilege, controls which results a user can add and update for a student in Learners: Student Results (Courses tab). It does this by controlling whether a user can access the Result link, within the Result row.

To add and update a result, a user needs both results profiles: Student Result and Student Scheduled Course.

Steps to Enable

Make the feature accessible by assigning or updating privileges and/or job roles. Details are provided in the Role section below.

Role Information

You need the IT Security Manager role to do these tasks. Refer to the Role Based Access chapter in the Securing Student Management guide on Oracle Help Center.

Program Credential Selection When Managing Student Credentials

Control the list of program credentials that administrators can choose from when posting student credentials. The list of available program credentials is filtered based on the data access profile attached to the user's role or user ID. The data access profile feature allows security administrators to control access to student credential management using a range of attributes such as institution or academic organization.

You can control access to student program credentials by these attributes:

• Institution
• Campus
• Academic Level
• Academic Organization
• Academic Group
• Program

You can control access by one attribute, multiple attributes, or all attributes.

You can control access for specific roles and for individual users.

Use the Manage Application Access task to a create a data profile based on a business object. Then assign that profile, with the relevant privilege, to a role or user. Refer to the Role Based Access chapter in the Securing Student Management guide on Oracle Help Center.

You can create data profiles for these business objects:

• Student Program
• Student Credential

You can also use data profiles that are predefined for these business objects. On the Data Profiles page, a value of Yes shows in the Predefined field.

These data profiles impact the type of program credential data a user can access in the Learners: Student Credentials UI.

A Student Program data profile, with the Create Student Credential on Student Program privilege, controls which programs a user can select when adding a credential to a student’s record. For example, a certain set of users can add credentials for only Undergraduate programs in the College of Liberal Arts.

A Student Credential data profile, with the Manage Student Credential privilege, controls which program credential data a user can view and edit in a student's record.

Steps to Enable

Make the feature accessible by assigning or updating privileges and/or job roles. Details are provided in the Role section below.

Role Information

You need the IT Security Manager role to do these tasks. Refer to the Role Based Access chapter in the Securing Student Management guide on Oracle Help Center.

Course Enrollment Preferences When Applying to a Program

Applicants can indicate their preferred course options as part of the application process when completing an admissions application. Based on an applicant’s course preferences, a program administrator can predict demand and place applicants in their preferred course selections at the time of admission. This is an optional feature.

To enable applicants to indicate preferred courses on their application form, make sure to select the Require Course Selection check box for the program when you create the form. See Course Selection View on Admissions Application Form in this What's New document.

In Self Service, when a student clicks Apply, the student is guided through the application process in course selection mode.

Depending on the application form configuration, the student might select various options such as the campus and the period in which to begin the course.

In the Courses tab, the student selects at least one course as preferred and clicks Continue.

Select Preferred Course

The student can then view their list of preferred courses. They can also go back and edit their preferred courses.

Steps to Enable

You don't need to do anything to enable this feature.

Academic Plan Format Changes

The data fields Tiers/Tags and the Enrollment check box were removed from the Academic Plan Format Rapid Implementation spreadsheet, as they are no longer required fields.

Steps to Enable

You don't need to do anything to enable this feature.

Student Admissions

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

Fields to Capture Additional Data on the Admissions Online Application Form

Additional new fields within the online admissions application form allow institutions to collect additional information such as:

• Expanded phone types and numbers
• Emergency contacts
• Custom multi-select fields
• Expanded options for gender identity and pronouns

When you edit an application form (Academics > Admissions > Form Inventory) using the Design tab, click the Add Sections link to see all new sections now available to add to the form.

Add New Sections

PHONES SECTION 

Add and configure the Phones section to enable applicants to enter one or more phone numbers and set a preferred contact number. You can require a minimum number of phone numbers for an applicant to provide.

Example of Phones Section -- Administrative View

EMERGENCY CONTACTS

Add and configure the Emergency Contacts section to enable applicants to enter one or more sets of emergency contact information, and set one as preferred.

Emergency Contacts Section

MULTI-SELECT FIELDS 

Use Application Composer to create and configure multi-select fields for an admission application. Then, you can associate those field codes and lookup types with a specific application form. When you edit that application form using the Design tab, click the Add Fields link in a section to select and add those custom fields to the form.

Add Fields

The custom multi-select fields then display in the section where you added them.

Example of Multi-Select Fields Added to a Section

GENDERS AND PRONOUNS 

Add and configure the fields in the Biographical Information section to enable applicants to select a gender identity and preferred pronouns. Applicants can also manually enter a value if their preferred pronouns or gender identity aren't included in the list of values.

Gender Identify Options

EXTERNAL ORGANIZATION LOOKUP

Searching for external organizations is now easier because the academic history section of an admissions application form enables you to search using "contains" logic instead of "begins with" logic.

Steps to Enable

You don't need to do anything to enable this feature.

Role Information

You need the Admissions Manager, Admissions Coordinator, or Admissions Operations Staff role to do these tasks.

Course Selection View on Admissions Application Form

This feature is related to the Student Records: Course Enrollment Preferences When Applying To a Program feature.  

When you create an application form, select the Require Course Selection check box for any program to require applicants to select their preferred courses while applying for a program.

Require Course Selection Example

After the applicant selects their course preferences during the application process, they can view their selected course information on the admissions application form. Administrators can also view an applicant's course selection during evaluation.

Steps to Enable

You don't need to do anything to enable this feature.

Role Information

You need the Admissions Manager or Admissions Coordinator role to do these tasks.

Alternate Submit Button Based on External Payment Configuration

If your institution requires external payment for an application, then an applicant will see a Confirm button on the admission application instead of a Submit button when they attempt to submit an admission application. Seeing Confirm instead of Submit signals to the applicant that their application has not been finalized and submitted to the institution; they will instead be redirected to an external payment provider to complete that step.

Steps to Enable

An institution must establish a relationship with an external payment processor, and configure a custom navigation URL to that provider. The custom navigation URL must be saved in Academics > Finances > Actions > Manage Custom Navigation. The institution is responsible for building and maintaining their hosted user experience.

Tips And Considerations

To set up external payments, see Student Financials: Redirection to Customer-Managed Payment Experience.

Role Information

An implementor or administrator role is required to use this feature.

Data Security for Admissions Applications

Student Admissions now utilizes the data access security framework to control access to admissions application records. Now they can't be viewed or updated by anyone without the relevant data access permissions.

Use Data Profiles to define data access by:

• Institution
• Academic level
• Academic group
• Program
• Campus
• Admit type

You can control data access by role and individual user. For example, users will only see Applications list items that they have access to. You can also assign privileges, such as enabling some users to view applications and others to update them.

Steps to Enable

You don't need to do anything to enable this feature.

Tips And Considerations

To create data profiles, see Campus Community: Data Privileges Assignment for Data Access.

Role Information

You need the Admissions Manager role to perform these tasks.

IMPORTANT Actions and Considerations

REPLACED OR REMOVED FEATURES

From time to time, Oracle replaces existing Cloud service features with new features or removes existing features. When a feature is replaced the older version may be removed immediately or at a future date. As a best practice, you should use the newer version of a replaced feature as soon as the newer version is available.

Product	Removed Feature	Target Removal	Replacement Feature	Replaced In	Additional Information
Campus Community	Apply to Programs by Proxy for Learners	20C	Proxy Group Management	20C	Click links to see more detail.