Preparing for the upcoming semester

In preparing for the new semester, a number of tasks must be undertaken to facilitate the acceptance and registration of students in (the) iSIMS. This document will discuss six (6) tasks that must be completed before the beginning of the new semester.

  • Create the Upcoming Semester
  • Review the Programme Map
  • Set-up and publish Tuition Fees
  • Clear Students Financially
  • Schedule and Publish Courses
  • Process Online Applications

 

Create the Upcoming Semester

Before a number of tasks for the upcoming semester can be undertaken, naturally, the semester must be created on the system. The steps are as follows:

  • Navigate to Admission>Semesters
  • Fill out the form appropriately
  • Save

The semester dates and deadlines can be adjusted at any time BEFORE the start date arrives.

Review the Programme Map

Before courses can be scheduled, programme offerings must be reviewed and the courses and prerequisites verified. The steps to complete these are as follows:

·Reviewing programme offerings/courses on the programme map

  • Navigate to Programme>Programme Offering Map
  • Select “Map” next to the offering to be verified
  • Use the tabs to view core courses, specialized courses and prerequisites.

·Correcting the programme offering/map

  • Navigate to Programme>Modify Published Offering
  • Select “Edit” next to the offering to be adjusted
  • Correct the information associated with the programme. Ensure that the default billing method is applicable. Unless set to optional, students will not be able to choose for themselves.
  • Use the appropriate buttons and fields to add and remove courses from the map.

·Correcting the prerequisites

  • Navigate to Programme>Setup Programme Offering
  • Select “Courses” next to the offering to be adjusted
  • Next to the course that has a prerequisite, select the “prerequisite” button
  • Select all applicable prerequisites
  • Update

Set-up and Publish Tuition Fees

Before registration can take place, all offerings must have fees attached to them. Subsequently, payment plans must also be attached to these programmes. This will allow students to select their payment plans early enough and to know how much they are required to pay before they can register.

·Adding tuition fees to programmes

  • Navigate to Accounts>Programme Offering Fees
  • Select “Setup Fees” next to the offering to be adjusted
  • Fill out the tuition information and add any additional incurred cost.
  • Select all applicable payment plans
  • Save
  • Once verified (preferably by another party)
    • Check the publish check-box
    • Update

·If payment plans do not exist as yet

  • Navigate to Accounts>Payment Plans
  • Fill out the applicable payment plan information ensure that you stick to flat percentages as opposed to recursive numbers
  • Save
  • Once Verified (preferably by another party)
    • Publish

 

Clear Students Financially

In connection with setting up and publishing tuition fees, students must be cleared financially once they have submitted the relevant information before registration starts. This involves applying unapplied funds, entering medical data, clearing library fines and all other stop orders

·Applying funds

  • Navigate to Accounts>Student Payment
  • Search for the Student
  • Select the Student to be Cleared
  • Select “Apply” next to the unapplied funds to be applied
  • Save/Apply Payment

·Adding medical data

  • Navigate to Nurse>Student Medical Record
  • Search for the Student
  • Select the Student to be Updated
  • Complete the medical form
  • Save

·There is nothing below Medical History and Emotional History

  • Navigate to Nurse Module Settings
  • Under the Control Tables tab, add items to appear under the captioned sections.
  • Save each item as entered

·Clear student stop orders

  • Navigate to Admission>Modify/Clear Stop Order
  • Search for the Student
  • Select the Student to be Cleared
  • Select “Clear” next to the stop orders to be cleared

Schedule and Publish Courses

Before actual registration starts, courses must be scheduled. Ensure that all scheduled courses have the correct credits and weighting. This is necessary especially if the programme is governed by an external body. The following tasks can be undertaken concurrent with Accounts/Finance Department tasks.

·Schedule Courses

  • Navigate to Admission>Schedule
  • Select “Schedule” next to the upcoming semester
  • Select “Schedule Courses” next to the programme offering
  • Use the filters to populate the courses. Adding them to the schedule.
  • Select “Schedule” next to the course to be scheduled
  • Fill out the required information
  • Save

·Publish Courses

  • Navigate to Admission>Publish Timetable
  • Select the Semester
  • Select the schedules to be published
  • Publish

Process Online Applications

All students who have applied online and have been accepted must be fully processed or are in an account-activation ready status.

  • Navigate to Application>Process Online Application
  • Select “Process” next to the application to be processed
  • Validate the entered information
  • Save

 

Last updated on April 11, 2023