Academic Foundation Requirements

A modern student system should provide the following requirements with regards to the Academic Foundation.

Requirement Number

Requirement

R1

Define and maintain an academic structure that reflects how LSU is organized from an academic perspective. The academic structure should comprise various academic units (e.g., university, colleges, departments) and define the relationship between the units. For each academic unit, consider the level of educational objectives that a student can achieve as well as the activities to be performed.

R2

Create and maintain the level of educational objectives that students can achieve at LSU.  Consider undergraduate, graduate, professional, associate or continuing education. Configure the options available for each level.  Consider admitting students, configuring financial aid, offering courses, offering programs of study and recruiting prospects.

R3

Create academic units to represent the distinct organizational entites of the institution (e.g., Department of Kinesiology).   Academic units are a foundational component of the student information system and should inform access to data.

R4

Classify academic units by type (e.g., department, college, institute, center).

R5

Group academic units into hierarchies to facilitate roll-up reporting. Each academic unit hierarchy can be a single node that is part of a larger hierarchy or tree. Include individual academic units in the appropriate academic unit hierarchy node.

R6

Create academic years (fixed periods, date ranges or both) to associate  cycles and define academic calendar controls to manage date-driven processes for student registration and financial aid. Academic periods are fixed date ranges defined by LSU to make up an academic year. Academic time periods may include semesters, intersessions, and modules.

R7

Manage multiple calendars for varying academic time periods to include a set of date controls specific to each term and, optionally, to specific academic units. Establish date controls for date-driven processes associated with student registration and financial aid. Date controls may include last day to add, last day to drop, refunds, application open and close, enrollment deposits, rescind application to receive refund, etc.

R8

Facilitate the creation of academic calendars by allowing subsequent academic years to inherit the date parameters from the initial year, and allow for the creation of previous academic years.

R9

Create programs of study types to classify the programs of study offered by LSU (consider certificates, majors, minors, and dual degrees).

R11

Create and maintain the types of education credentials that may be conferred when a student completes a program of study (e.g., Bachelor of Science). Consider degrees, certificates, certifications, licenses, etc.

R13

Create educational taxonomy schemes and codes that you can use in addition to CIP codes (e.g., facilities uses specific codes for reporting).

R14

Implement an automated process for the approval of a degree, course or minor creation to replace the current business process that originates in a department via a paper form and is then routed for committee approval.  Consider appropriate approvals.   For example,  if the request is for a graduate degree, course, etc., then it must route through the Graduate School. This includes any changes to curriculum approval, which uses a Letter of Intent, including additional information such as resources available.

R15

Inactivate a program of study based on an effective date

R16

Maintain a list of program areas that can be attached to programs of study and can also be configured for academic requirements. It is used to help track and advise students in an area where the student is not necessarily going to receive a degree but can assist in their educational goals (e.g., STEM, Allied Health, Undecided, Pre-Law, Pre-Med). Program areas are different from educational interests but can be similar.

R17

Create programs of study to represent  the educational objectives offered by LSU. The program can be degree granting or not. Examples:  Business Administration, CPA Certificate.

R18

Create and maintain data on educational institutions and accrediting agencies.

R19

Create and maintain data on international institutions (e.g., address, phone number, etc). Capture the institution's phone number and address in a format that is appropriate to the country and capture the codes that LSU assigns to international schools.

R20

Create and maintain information on secondary and postsecondary schools that prospective students, applicants and current students attend or have attended.  Consider the institution's phone number, address, email, website, counselor contact information. Also, former names (for student records and historical purposes) and accreditation history.  Educational institutions should be available as a location for student recruiting events, as a criterion for defining student recruiting regions, to associate with student prospects, and as a criterion for associating prospects with engagement plans and emails.

R21

Create and maintain the former names of educational institutions for the educational record and historical purposes. Note: This is an LSU specific requirement that has already been put into the Workday product.

R22

Group high schools into their respective districts (Educational Institution District) to use and track for recruiting purposes

R23

Create and maintain information on External Associations (non-profit, community-based, or other non-educational organizations) with which prospective students, applicants and current students may have an affiliation.  Consider the institution's phone number, address, email, website, and contact information.   Educational institutions may be available as a location for student recruiting events.

R24

Maintain multiple student addresses and telephone numbers, and allow students/parents ability to update that information. These include home, local, campus, permanent, parent (separate, used for PLUS loans, need parent name), billing (can be used for residency status, if parents live in different states, can use the parent's Louisiana address).  Also needed for access to student prospects and parent information where the information is used to recruit students from community colleges.

R25

Track other names for students. Would like to store preferred names and pronouns - currently just store legal name. Can store an alias on the student's application but does not currently move to a Student's Record. Used to match test scores for applicants.

R26

Track a student's Social Media Names - Facebook, Twitter, LinkedIn, Google+. Capture the information on the student's application for the purposes of direct outreach.

R27

Provide gender expression and sexuality values that students can select when entering or updating their personal information; Maintain Gender Identities, Maintain Name Types, Maintain Pronouns, Maintain Sexual Orientations Note: This requirement came out of the Jumpstart Program, and has already been put into the Workday product

R28

Provide students with an LSUID:

  • When a student applies to the university
  • When a student requests their FAFSA be sent to the university
  • When a student requests that test scores be sent to the university.
  • When an individual is added directly to our system.
  • Hiring of a worker.  
  • Procurement relationship with an individual.

R29

Track student/prospect history on a page that consolidates key historical elements and details of the relationship of the student with the institution.   Need to track recruitment, admissions requirements, communications, track prospects who have a FAFSA but does not have an application (i.e. communications, comments/notes).

R30

Allow students to specify a Student Proxy, Parent, Legal Guardian or Emergency Contact. Store the information on a separate tab.

R31

Provide Student Portfolio that will help track students activities such as inclusion in clubs, etc., to be sent to potential employer.

R32

Apply and remove holds for a student that will impact a process for a student, such as stopping them from scheduling classes or registering for a specified semester. Send different emails for different holds to explain why the process stopped and how students can remove holds. Provide granular security and the ability to mass apply holds (e.g., if a student is required to see advisor, an automatic or mass hold can be placed on group of students or manually place hold for individual student).

R33

Notify students if a hold is applied to their account. The hold must be clearly visible.

R34

Ability to archive documents. For example, prior institutions attended as reported at time of application. (e.g. application entry state). Admissions wants snapsopt of student application as applicant submitted it.

R35

Identify students in the Center for Freshman Year (UCFY) students.  Consider a cohort.

R36

Define tags, such as Veteran, Athlete, or Scholarship Recipient, that can be used to match prospect recruitments with admissions counselors; find prospects and admissions counselors; assign applications to application pools; and serve as criteria for associating prospects with engagement plans, emails, and event invitations.  Group tags into categories to make them easier to find in prompts.  Consider semester codes (number in the 100's); Residential College (used to determine enrollment eligibility, eligibility for housing, and fees); cohorts (atheletes and international students); certifications; fees (e.g., Law 3+3); Co-Op, Student Abroad.

R37

Create eligibility rules for general educational interests in order to direct prospects/students/applicants to specific counselors/faculty/administrators and to communicate with prospects based on interests.  Store students' areas of interest within one of the 7 areas of interest which is used for recruiting purposes,

R38

Allow students to view their own profile.  Student view is needed for application status.

R39

For Financials, students can't see billing if they have a hold. Students need to see outstanding Financial Aid requirements, Awards, Satisfactory Academic Progress (SAP), I-20 status/VISA status, Comprehensive Academic Tracking System (CATS) status - shows as Academic Hold. Will need to include action items and notifications.

R40

Track student workers' employment, as well as complete many staffing processes such as payments and job changes (requires relationship between HCM, Payroll, and Student).

R41

Provide non-editable audit trails for quality assurance and effectiveness tracking.

R42

Provide an audit / trail history on when a student views their profile or certain notifications.

R43

Match and Merge person data records (automated merge/unmerge) from various methods of input (user-entered, large batch loads, etc.) to eliminate duplicates.  Provide for both automatic merging of records that are an exact match and for manual/review merging based on suggestions.  Consider merges based on national ID (e.g., SSN) date of birth; last name and first name; email address.   Also, consider phone number, address line 1.

R44

Define student criteria (eligibility rule framework) for enrolling in courses, receiving degrees, being awarded financial aid, receiving engagement items,

R45

Allow integration to the Louisiana Board of Regents(BoR) Inventory of Degree and Certificate Programs (CRIN) database

R46

Store an increment key in the LSU system as a result of the Board of Regents (BoR) integration to their (CRIN). This key is created by personnel at the Board of Regents and is used for sequential ordering of programs by CIP and degree level. For example, , if LSU had a baccalaureate program with a CIP of 120101, and it was cancelled, and a new one created, the new one would have an increment key of 02. BoR never deletes anything from the CRIN. LSU has unique program codes to identify programs; BoR uses CIP codes and increment keys. LSU needs to store the increment key because we have to report it back to the BoR in our Student Profile and Completers reporting process. CIP codes cannot be used alone in reporting due to the example of a cancelled program and then a new program with the same CIP.

R47

Allow to create flexible time periods.  Currently we have the following terms:

  • 6 semesters/intersession terms
      • Fall - Aug-Dec - Contains sessions within the fall semester
      • Wintersession - Dec-Jan
      • Spring - Jan-May - Contains sessions within the spring semester
      • Spring Intersession - May
      • Summer - Jun-Aug - Contains Sessions A & B within the summer term
      • Summer Intersession - Aug
  • 6 Online Modules:
      • First Spring Module - Jan-Feb
      • Second Spring Module - March-April
      • First Summer Module - May-June
      • Second Summer Module - July-Aug
      • First Fall Module - Aug-Oct
      • Second Fall Module - Oct-Dec
  • Law uses standard fall, spring, summer semesters but has a different calendar than main campus.

R48

Track student accommodations, if needed.

R49

Academic time periods needed by Vet School for block courses.

R50

Post-bacc.certificate for Construction Management. Would like a seperate classification and totals from undergraduate/graduate.

R51

Registrar publish academic calender with add/drop, no penalty, etc. dates

R52

Store and maintain records for a multiple constituent types including but not limited to prospective students and currently enrolled students.