Student Administration

Academic Requirements (Replacement of Degree Navigator) is a tool that will replace Degree Navigator (DN) effective October 25, 2018 used to help determine academic requirements.

Please be advised that procedures are subject to change, and updates including the most current information will be posted here as they become available.

Documents below with an asterisk (*) are also available as online tutorials. Click here to access the online learning tool.

Important Documents

• Academic Requirements FAQs (pdf)

Job Aids

• Academic Requirements Report - Single Degree* (pdf) 
• Academic Requirements Report – Combined Degree* (pdf) 
• Entering Student Exceptions - Course Directive* (pdf) 
• Entering Student Exceptions - Requirement Change* (pdf) 
• What-If Selection* (pdf) 
• What-If Using PWHIF Report Type (Staff Only)* (pdf)

Videos

• Academic Requirements Tool - Introduction 
• Academic Requirements Tool - Creating a What-If Scenario

Academic Advising is used to track the requirements and policies that a student must satisfy to graduate.

Please be advised that procedures are subject to change, and updates including the most current information will be posted here as they become available.

Documents below with an asterisk (*) are also available as online tutorials. Click here to access the online learning tool.

Academic Advising Information

• Managing Repeat Codes (pdf)*
• Repeated Course Report (pdf)*
• Updating Repeat Codes (pdf)

Guides

• Academic Advising Training Guide (pdf)
• Adding a Hidden Credit for Prerequisite Purposes (pdf)*
• Adding O-Type Credit (pdf)
• Student Services Centre Guide (pdf)*
• Student Record Summary Report (pdf)*
• Advising Notes Guide (pdf)

Job Aids

• GPA Calculator (pdf)*
• Making Transfer Credits Extra to Degree (pdf)*
• Making UofC Courses Extra to Degree (pdf)*
• Program and Plan Details (pdf)*
• Quick Letters (pdf)*
• Record Summary Overrides (pdf)*
• Reset Statistics for Law and Veterinary Medicine (pdf)*
• Transcript Request (pdf)

Manuals

• Senior Academic Advising Training Manual (pdf)

Academic Review includes the set-up and assignment of Academic Review and associated processes and the set-up and assignment of Honors/Awards (Dean's Lists) rulings.

Please be advised that procedures are subject to change, and updates including the most current information will be posted here as they become available.

Training Guides

Academic Review Training Guide (pdf) 
Faculty Academic Misconduct (FAM) Service Indicator (pdf) 
Synergize for Word Documents - Training Guide (pdf)

Synergize is a process whereby documents can be stored electronically in the Electronic Document Management System (EDMS).  Synergize for Word Merge Letters is a process which allows documents to be saved in a batch process to student files rather than saving each one individually.  This process can be used in the Academic Review to save letters to student files (e.g. Placed on Probation, Probation Cleared).

Admissions manages the University of Calgary's admission process for applicants to undergraduate and graduate programs. For job aids related to graduate programs, consult the Graduate Programs section found below.

Please be advised that procedures are subject to change, and updates including the most current information will be posted here as they become available.

Documents below with an asterisk (*) are also available as online tutorials. Click here to access the online learning tool.

Job Aids

• Search/Match - Create, Save, and Delete (pdf)*
• Viewing Uploaded Documents for Undergraduate Admissions (pdf)*

Important Documents

Admission Deposit

• Accept an Offer of Admission (Intent to Matriculate) (pdf)*
• Cancel Offer of Admission (pdf)*
• Change Admission Deposit Amount and Due Date (pdf)*
• Group Change Deposit Amount and Due Date (pdf)*
• Group Cancel Offer of Admission (pdf)*
• Manual Deposit Calculation (pdf)*
• Matriculate Student Manually (pdf)*

Change of Program Job Aids

• Admission Assessment Rules for Change of Program (pdf)*
• Communication Speed Keys for Change of Program (pdf)*
• COP Altering Courses from Manual Assessment (pdf)*
• COP Batch Process for Admissions (pdf)*
• COP Course Requirements & Attaching to a Program Plan Combination (pdf)*
• COP Manually Denying a Student (pdf)*
• COP Manually Evaluate an Application (pdf)*
• COP Query - Students with Blank Grades (pdf)*
• COP Revoking Admission (pdf)*
• Editing Message Catalog for Change of Program Emails (pdf)*
• Exclusion Table for Change of Program (pdf)*
• Student Assessment Query for Change of Program (pdf)*

Co-op and Internship Programs provides experiential, hands on learning and are provided through various faculties on campus. The following job aids and online learning are available to assist with this process.

Please be aware procedures are subject to change and updates including the most current information will be posted here as they become available.

Documents below with an asterisk (*) are also available as online tutorials. Click here to access the online learning tool.

Job Aids

Add and Maintain Coop/Internship Programs*
Reviewing Program and Plan Summary*
Register Student in Coop/Internship Courses*

Exam Scheduling, found within Curriculum Management, is used for any examination scheduling elements.

Please be advised that procedures are subject to change, and updates including the most current information will be posted here as they become available.

The documents below are also available as online tutorials. Click here to access the online learning tool.

Job Aids

Deferred Examination Approval Process
Overview of Deferred Final Examination Process
Submitting an Exam Request
Viewing Final Examination Scheduling Requests
Final Exam Seating Lists - Unassigned
Scheduling Common Exams
View Final Examination Timetable

Faculty Centre is used to manage all class related activities which includes viewing teaching schedules and class rosters, enter and approve grades and evaluate prospective students.

Please be advised that procedures are subject to change, and updates including the most current information will be posted here as they become available.

Documents below with an asterisk (*) are also available as online tutorials. Click here to access the online learning tool.

Course Guide

Faculty Centre - Grading Training Guide

Instructors & Grade Administrators

Class Roster: Download to Excel, Print and Email*
Emailing Students from the Class Roster*
Grade Change Audit*
Manual Grade Entry*
Setting Your Browser for PeopleSoft Downloads
Upload Grades from Excel
Where did my grade roster go?

Approvers

Approve Grades*
Grade Entry and Approval for Course Instructors who are also Approvers
Online Grade Change*

Frequently Asked Questions

Frequently Asked Questions

Need Additional Help?

For additional information, please click the links below:

Grading Info & Important Deadlines
Help for D2L Users
Enrolment Services Links for Faculty and Staff

Graduate Programs uses Student Admissions to maintain applications and administrative requirements.

Please be advised that procedures are subject to change, and updates including the most current information will be posted here as they become available.

Documents below with an asterisk (*) are also available as online tutorials. Click here to access the online learning tool.

Job Aids

Creating Milestones for Graduate Students*
Graduate Students Approaching Completion Query*
Graduate Students Exceeding Completion Query*
Graduate Students on a Leave of Absence Query*
Graduate Students Who Failed to Register Report*

Student

FGS Annual Progress Report
Registration Initialization

Supervisor/Co-Supervisor

FGS Annual Progress Report

Graduate Program Director

FGS Annual Progress Report

Graduate Program Administrator

FGS Annual Progress Report
Reassign the Annual Progress Report

Graduate Program Officer

FGS Annual Progress Report
Waive/Reinstate the Annual Progress Report

Convocation/Graduation outlines all aspects of the student portion of convocation after the student has applied for their degree through self-service.

Please be advised that procedures are subject to change, and updates including the most current information will be posted here as they become available.

The documents below are also available as online tutorials. Click here to access the online learning tool.

Job Aids

Introduction to Graduation Tracking
Clearing Students with Active Terms for Graduation
Graduation Summary (Ugrd Grad)
Program Changes for Minors/Concentrations
Manually Updating Graduation Review Status
Graduation Tracking - Queries*
Graduation Tracking - Batch Process

^{*Includes How to Generate a List of Students who have Applied to Graduate}

Videos

Graduation Tracking - Manually Updating a Student's Graduation Status
Graduation Tracking - Generating a List of Students who Have Applied to Graduate (Graduation Tracking Search)
Graduation Tracking - Generating a List of Students who Have Applied to Graduate (PeopleSoft Query)

Documents in this section are specific to Student Administration users at the Cumming School of Medicine.

Please be advised that procedures are subject to change, and updates including the most current information will be posted here as they become available.

Documents below with an asterisk (*) are also available as online tutorials. Click here to access the online learning tool.

Job Aids

Admissions for Medicine MDMD & MDPST*
Medicine Admissions - Invitation to Trainee for PGME*
MD Deferral of Admission
Medicine Admissions - Leaders in Medicine Program*
Using the Rotation Table*
Reset of Statistics for Law and Vet Medicine*

Documents in this section are specific to Student Administration users who process online applications for admission.

Please be advised that procedures are subject to change, and updates including the most current information will be posted here as they become available.   

Documents below with an asterisk (*) are also available as online tutorials. Click here to access the online learning tool.

Referee Job Aids

Referee Instructions (Using the PDF Form) 
Referee Instructions (Using the Online Reference Form)

Evaluator Job Aids

Evaluator Instructions* 
Setting Your Browser for PeopleSoft Downloads

Job Aids and Guide

Application Clean-Up Guide*
Enter English Language Proficiency Test Results*
HTML for Online Web Applications 
Online Reference Form* 
Student Services Centre View*
Sync WebApp Table* 
Translate Table Definitions for Online Reference Form 
Using a Reporting Query for Processing Applications (Ugrad)* 
Web Application Data Alerts
Web Application Search/Match Alerts
Web Application Summary

Graduate Program Director Job Aids

Evaluating Applications - Graduate Program Director Instructions

Graduate Program Administrator Guides

Online Reference Form Training Guide for GPAs

Graduate Program Administrator Job Aids

GPA Online Application Configuration* 
Using a Reporting Query for Processing Applications (Grad) * 
Viewing an Application* 
Uploading Documents to an Application* 
Assigning Evaluators* 
Assigning Evaluators with Committee Ratings* 
Reviewing Evaluations for Admitting and Denying Prospective Students* 
Tracking Test Results*  
Updating/Changing Institution Names in External Education* 

Incoming Exchange Guide

Incoming Exchange Online Web Applications Guide*

Incoming Exchange Job Aids

Evaluation Process*
Uploading & Viewing Supporting Documents*
Query – UCAD_READY_FOR_EVALUATION_EXCHANGE*
Query – UCAD_FILE_AT_FACULTY*
Query – UCAD_FILE_BACK_FROM_FACULTY*
Query – UCAD_INCOMPLETE_APPLICATIONS*

Faculty of Law Job Aids

Admit or Deny Prospective Applicant*
Faculty of Law Online Application Configuration* 
Viewing an Application*

Open Studies Job Aids

Open Studies Online Application Configuration* 
Open Studies Admit or Deny Applicant* 
Open Studies Web Application Summary* 
Viewing an Application*

Post Graduate Medical Education (PGME) Job Aids

Medicine Admissions - Invitation to Trainee for PGME*

Faculty of Veterinary Medicine Job Aids

Faculty of Veterinary Medicine Online Application Configuration* 
Viewing an Application*

Documents in this section are specific to student registration and enrolment.

Please be advised that procedures are subject to change, and updates including the most current information will be posted here as they become available.

Documents below with an asterisk (*) are also available as online tutorials. Click here to access the online learning tool.

Important Documents

Schedule Builder FAQs & Video
Course Demand Inquiry Page
Troubleshooting Waitlists

Registration Job Aids

Important Information About Allow Actions
Allow Actions*
Browse Catalog*
Class Roster: Download, Print & Email*
Customizing the Enrollment Request Search
Enrollment Fix
Enrollment Request (Enroll Students)*
Enrollment Request History*
Enrollment Request Search
Block Enrollment*
Manual Term Activation*
Override Maximum Unit Load*
Quick Enrollment*
Quick Enrollment Request Withdrawal*
Search for Classes*
Setting User Email Defaults
Summary of 'Allow' Actions Performed
Summary Report of Student Enrollment*
Swap Classes on Student's Behalf*
Swap Lab/Tutorial on Student's Behalf*

Additional Information

Enrollment Control Transactions

Schedule of Classes - Timetabling includes the setup and maintenance of courses in the Student Administration system.

Please be advised that procedures are subject to change, and updates including the most current information will be posted here as they become available.

Course Guide

Timetabling Guide

Additional Resources

Schedule of Classes Requisites Training Guide
Instructor Checklist
Timetabling Checklist
Frequently Asked Questions

The documents below are also available as online tutorials. Click here to access the online learning tool.

Job Aids

Adding Instructors to the Instructor/Advisor Table
Adding New Lecture/Lab Sections
Cancelling a Class
Combining and Uncombining Sections
Maintain Schedule of Classes
Print Detailed Class Schedule Report
Print Detailed Class Schedule Report (Old)
Scheduling a New Course
Scheduling Alternate Weekly Patterns

Need Additional Help?

For additional information, please click the link below:

PeopleSoft and D2L Integration Video
University of Calgary Calendars

Student Administration Basics encompasses personal data related to the student information system (i.e. name, addresses, etc.).

Please be advised that procedures are subject to change, and updates including the most current information will be posted here as they become available.

Course Guide

Student Administration Basics Guide
Student Administration Glossary of Terms

The documents below are also available as online tutorials. Click here to access the online learning tool.

Job Aids

Add/Change/Delete Preferred Names
Add to Favorites, Review Navigation, Edit and Delete
Search/Match - Create, Save, and Delete
Create/Maintain Name
Create/Maintain Address
Correct History Address Information
Create/Maintain Phone and Email
Create/Maintain Identification (Student)
Entering Language
Postal Email Extract
Checklists: Update by Person, Summary, and Detail
Checklists: Add, Remove, Manage
Communication Management
Comment Management
Service Indicators: Add/Remove/View
Setting Up Communication Speed Keys
Setup User Default (SACR)
Transcript Request
Queries
Updating Visa Study Permit

Videos

Student Administration Basics Video #1
Student Administration Basics Video #2
Student Administration Basics Video #3

Need Additional Help?

For additional information, please click the links below:

Enrolment Services

The Student Groups component can be used to categorize and track students for reporting purposes.

Please be advised that procedures are subject to change, and updates including the most current information will be posted here as they become available.

Job Aids

Student Groups Training Guide
Student Groups Checklist - Graduate
Student Groups Checklist - Undergrad

The Student Services Centre provides a detailed view for administrative personnel similar to what the student can view in the Student Centre.

Please be advised that procedures are subject to change, and updates including the most current information will be posted here as they become available. 

Documents below with an asterisk (*) are also available as online tutorials. Click here to access the online learning tool.

Job Aids and Guides

Printing Receipts
Student Services Centre Guide*
Student Services Centre View As Guide (New)*

Instructor-led training is offered to staff and faculty. Since Student Administration has many date-driven processes, specific classes are offered during these time-sensitive periods. Workshops where individuals can obtain assistance in production are also offered during time-sensitive periods. Check our training calendar often in ELM (Enterprise Learning) to view the current offerings for Student Administration training. Classes offered include:

• Student Administration Basics
• Faculty Centre - Online Grade Change
• Exam Essentials
• Processing Online Applications for Admissions for GPA's

Register for Student Administration Training

The online learning tool used for Student Administration training, known as the User Productivity Kit (UPK), can be used four different ways:

• See-It! View the tutorial without interruption
• Try-It! Simulate the navigation required to complete the required steps to complete a process in the Student Administration Suite
• Know It! This is a competency test
• Do It! View the online learning tool concurrently while using the Student Administration Suite in production

Note: When viewing online learning tutorials, pressing Esc (Escape) at any time will stop the tutorial.

In addition to online learning, feel free to reference the user guides listed below that compliment the available tutorials.

Despite the ever-growing list of tutorials, please note that not all modules in the Student Administration Suite have online learning tutorials available at this time.

Click here to launch the UPK online learning tool.