Campus Solutions MCS1004 MDConnect Enrollment Processes Course - - PowerPoint PPT Presentation

Campus Solutions

MCS1004 MDConnect Enrollment Processes

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Course Summary Registering student in classes using the “quick enroll” or “enrollment request” process Audience: Student Services and Academic Personnel who assist students in registering for classes Training Material PowerPoint Trainer/Contact: MDConnectinfo@mdc.edu Version Date: 5/26/2016

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Classroom Ground Rules

Complete training sign-in Silence cell phones Refrain from side conversations Complete post-training evaluation Check email during breaks ONLY

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Log in to computers only when instructed

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This workshop introduces the enrollment modules of MDConnect, Campus

• Solutions. This workshop covers the following processes:
• Basic and advanced Class Search options in MDConnect
• Quick Enroll to enroll a student in a class
• Quick Enroll to drop a student from a class
• Enrollment Request to enroll a student in a class
• Enrollment Request to drop a student from a class
• Identify errors encountered while trying to enroll a student in a class
• Review Service Indicators for a student

Workshop Description

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Upon completion of this course, you should be able to:

• Search for classes in MDConnect using basic and advanced search options
• Describe the various categories in MDConnect for Searching for Classes
• Use Quick Enroll to enroll a student in a class
• Use Quick Enroll to drop a student from a class
• Use Enrollment Request to enroll a student in a class
• Use Enrollment Request to drop a student from a class
• Identify errors encountered while trying to enroll a student in a class
• Review Service Indicators for a student and add/remove as appropriate

Workshop Objectives

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Key Terms

Key Term Description Academic Career All course work that a student takes at MDC is grouped by career. MDC has four academic careers: 1) UGRD - Undergraduate, 2) CPP - Certificate of Professional Preparation, 3) PSAV - Post Secondary Adult Vocational, and 4) CEPD - Continuing Education and Professional Development Academic Program Associates (AA, AS), Bachelor’s (BS, BAS), these are under the academic career of UGRD – undergraduate Academic Plan An area of study—such as a major, minor, or specialization—that exists within an academic program or academic career. Formally known as a program/major in Odyssey. Admit Type A designation used to distinguish first-year applications from transfer applications. Bio/Demo Data Information that identifies a person, such as: name, birth date, gender, citizenship, ethnicity, address and telephone number; biographical/demographical data.

Catalog or Course Nbr Part of the numeric course abbreviation such as "1101" or "2311". Class Number Unique number to identify a class for a given term. The number will be unique only within that term. Numbers may be reused every term and attached to different classes, this is what we currently call “reference numbers.” Course Component Denotes lecture, lab, clinical, internship, etc.

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Key Terms continued

Key Term Description

Course/Class Attributes Attributes provide a method for reporting data and defining populations, similar to “special designators” currently used in Odyssey

External Org ID Unique system-generated number for an external organization. All Colleges/Universities and High Schools in MDConnect have an external org id. This is not to be confused with the Academic Org (dept. code) used in the schedule of classes. Person Any individual in MDConnect, for example, students, employees, contractors, vendors Program Action A change to an applicant’s program data indicating the applicant’s status in the application process (e.g., Application or Admit). Used in conjunction with an Action Reason. Search/Match Process which examines all person records in the database to identify possible matches and prevent duplicates.

Subject Area Part of the alpha course abbreviation such as "ENC" or "MAC".

Term 2167: The number is 2 = Century, 16 = Year and 7 = term (Fall is 7) 2173: The number is 2 = Century, 17 = Year and 3= term (Spring is 3) 2175: The number is 2 = Century, 17 = Year and 5= term (Summer is 5) Units Credits are called “units”

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Key Process Changes and Impacts – Class Search

• Special class or course designators are added

to each class to denote categories such as on- line class, honors, credit by exam, etc.

• Lecture/Lab designations
• Reference number is always unique. May

search by reference number only.

• Categories such as on-line, blended, honors,
• etc. are now in three different categories: 1)

Mode of instruction, 2) course attributes, and 3) requirement designations

• Course component is the category were

lecture, lab, clinical, etc. designations are listed.

• Class number, only unique for a specific term.

Class numbers are re-used every term and may be attached to a different class. For searching purposes you must always know the term and class number. Unable to search only by class number. Current Process New Process

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Navigation: Main Menu > Curriculum Management > Schedule of Classes > Class Search

Class Search

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The Search for Classes page has several features to allow for a variety of search

• criteria. First you need to select the Term for your class search. Use the drop down

arrow to select Fall 2016.

Search for Classes

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To select the Subject, use the drop down arrow to view the Subject listing. Select CGS – Computer General Studies.

Search for Classes

At MDC this is part of the alpha course abbreviation such as "ENC" or "MAC"

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The next criteria for the search is the Course Number. Enter the Course Number, 1060.

Search for Classes

At MDC this is part of the numeric course abbreviation such as "1101" or "2311"

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Use the drop down menu arrow to open the Campus menu and select Kendall.

Search for Classes

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Click search to see what sections of CGS 1060c are scheduled for Kendall in Fall 2016.

Search for Classes

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This search resulted in an error because the Course Number criteria was set to “is exactly” and the number entered was “1060” instead of “1060c”. You can either select “contains” from the menu or enter 1060C, which is the exact number.

Search for Classes

You can choose the

• ptions from the drop

down menu

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Search for Classes

This search has returned over 50 classes. Many searches for classes may return this message, you can choose to refine your search more or click “OK” to see the list of classes.

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Search for Classes

The Search Results show that 59 classes are scheduled for Fall 2016 based on the search criteria entered.

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Search for Classes

The Search Results provide a variety of information on the classes offered for the term.

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Search for Classes

More details can be found by clicking into Class (2334) or Section. Each of these are hyperlinks and are underlined.

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Search for Classes

You can scroll down to see all the details on this class section.

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Search for Classes

From the Class Search Results page you can conduct a New Search or Modify your current search criteria. Select New Search

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You can search a class using additional criteria to further refine your search.

Search for Classes – Additional Search Criteria

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There are many fields that can narrow the search.

Search for Classes – Additional Search Criteria

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• Days of the Week
• Meeting Start Time
• Meeting End Time
• Keyword - searches the Course Title and Description
• Minimum Units or Maximum Units
• Course Component – Note: Lecture and Laboratory are the most common

Components at MDC

• Course Attributes - placed on the course sections at the Course level and Class
• level. Note: Course Attributes do not transfer to the Advisement module like

Requirement Designators which will be covered in future slides.

• Attributes provide a method for reporting data and defining populations.

Note: Some attributes are similar to Special Designators that are currently used in Odyssey.

Search for Classes – Additional Search Criteria

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• Requirement Designations – transfer to the Advisement module. These are

unique designations and not intended to track general advisement requirements.

• Note: Currently there are only 3 Requirement Designations all dealing with

Honors College and/or Honors Students

• Course Career: This allows you to search by career.
• MDC has four academic careers:
• UGRD – Undergraduate
• CPP - Certificate of Professional Preparation

PSAV - Post Secondary Adult Vocational

• CEPD - Continuing Education and Professional Development

Search for Classes – Additional Search Criteria

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• Quick Enroll
• Enrollment Request

Enrollment Processes

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Enrollment Workflow

Student must be matriculated, term activated, and have an active career, program, and plan for the classes they are registering Student must have a registration appointment or must be in open registration period

Student must not have any negative service indicators that impact

• enrollment. All negative

service indicators must be cleared prior to enrollment

Student may then self-register through the student portal or see an academic advisor or other staff member

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Other Enrollment Information

Quick Enroll will be found in: Student Services Center Advisor Center

Enrollment Request is under Enroll a student (not found through the Center modules)

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Key Process Changes and Impacts - Enrollment

• All registration done on one screen
• Registration “errors” are displayed all at once

not one at a time

• Overrides for holds may be done by

individualized security

• Students allowed to self-register on a 3rd

attempt for a class

• Student allowed to self-register for a class

that they have received a “D or F” grade

• Registration may be performed in various

screens, through quick enroll, enrollment request, Advisor Center or Student Services Center

• Registration “errors” are displayed one at a

time

• Registration overrides for negative service

indicators (holds) are not possible. The student must have the negative service indicator “cleared” prior to registering for classes.

• Students unable to self register on a 3rd

attempt, must see an advisor to register.

• Student not allowed to self-register for a class

that they have received a “D” grade, only grade of “F” Current Process New Process

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Navigation: Main Menu > Records and Enrollment > Enroll Students > Quick Enroll a Student.

Quick Enroll a Student

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The outlined menu shown is known as the breadcrumb trail.

Quick Enroll a Student

Always go to “add a new value” when registering a student.

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Next enter the Academic Career

Quick Enroll a Student

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The student below has a “negative” (hold) and a “positive” service indicator. Prior to attempting to enroll the student, both should be reviewed. The negative service indicator must be cleared to allow the student to register. Click either indicator to see details about them.

Quick Enroll a Student - Overrides

Positive service indicator Negative service indicator

Click on either indicator to see details

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Service Indicators

Navigation: Main Menu > Campus Community > Service Indicators > Person > Manage Service Indicators

This screen provides access to view or add service indicator.

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Service Indicators – Adding a Service Indicator

• 1. Click on magnifying

glass and select code

• 2. Start date will

automatically populate

• 3. Click OK

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Service Indicators – Removing a Service Indicator

If you have the security you will see the “release” button to remove the indicator

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This student does not have any service indicators. Choose “Enroll” in the Action drop down menu. Enter a Class Number and tab to get the class Subject and Catalog Number to appear.

Quick Enroll a Student

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For enrollment to occur you must click Submit. Note: Save does not process the enrollment transaction.

Quick Enroll a Student

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This enrollment has an error.

Quick Enroll a Student

You must click on the “Errors” to see the error explanation

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This student has taken CGS1060C in a previous term as listed below

Quick Enroll a Student

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Click Return to go back to the Quick Enroll page

Quick Enroll a Student

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If the student has permission to repeat the course, we will need to add a Repeat Code and Override to allow the student to enroll. Not all users will have access to perform this transaction, it is based on individual roles and security.

Quick Enroll a Student – Repeat Code

To see these fields you need to click on the spreadsheet icon to expand the menu.

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The fields in the expanded view are Units Taken, Course Count, Grade Basis, Grade Input, Repeat Code, Requirement Designation, and Requirement Designation Option.

Quick Enroll a Student – Repeat Code

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We will use Repeat Code to allow the student to take the class again this term. Use the Look Up prompt next to the field to view the Repeat Code options.

Quick Enroll a Student – Repeat Code

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There are currently 8 codes to select. You must review the student transcript carefully to determine if this is a 2nd or 3rd attempt in order to allow the transaction to post correctly and charge the student the correct fees. In this example we will select 2ND for the Second Attempt.

Quick Enroll a Student – Repeat Code

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Click Submit

Quick Enroll a Student – Repeat Code

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The enrollment was a success, student was registered for the class listed

Quick Enroll a Student – Success

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At the bottom there are additional Go to pages, such as Study List (student schedule), View Enrollment Access, Enrollment Appointments, etc.

Quick Enroll a Student – Other Accesses

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Let’s try another enrollment for this student. Enter the Class Number – 1766 and click Submit.

Quick Enroll a Student - Overrides

If you wish to register the student for multiple classes at the same time, you press the + button to add more rows, or you can enter them one at a time.

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This enrollment has errors. Click on Errors to open the dialogue page.

Quick Enroll a Student - Overrides

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This class requires Department Consent. Click Return to go back to the Quick Enroll.

Quick Enroll a Student - Overrides

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There are two Override tabs, General Overrides and Class Overrides

Quick Enroll a Student - Overrides

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Time Scheduling Conflict

Quick Enroll a Student – Other Errors

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Maximum Term Unit Load exceeded

Quick Enroll a Student – Other Errors

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Course Previously taken

Quick Enroll a Student – Other Errors

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FERPA Indicator

Quick Enroll a Student – FERPA

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FERPA details page shows releasable information.

Quick Enroll a Student – FERPA

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Use the drop down arrow to open the *Action menu and select Drop from the menu.

Quick Enroll to drop a class

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Enter the Class Number to drop and click Submit.

Quick Enroll to drop a class

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The class was dropped successfully!

Quick Enroll to drop a class

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Navigation: Records and Enrollment > Enroll Students > Enrollment Request. Select Enrollment Request

Enrollment Request – Enroll student in a class

Note: The Enrollment Request functions are the same as “Quick Enroll” but it is just a different VIEW

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The Enrollment Request start page is the same as Quick Enroll except for the breadcrumbs and page title.

Enrollment Request – Enroll student in a class

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The Enrollment Request page has everything on one page. The Operator Enrollment Access hyperlink opens a page with your enrollment access.

Enrollment Request – Enroll student in a class

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This is an example of the Academic Chair Access to Enrollment Functions

Enrollment Request – Enroll student in a class

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This is an example of the Faculty Access to Enrollment Functions

Enrollment Request – Enroll student in a class

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This is an example of the Academic Advisor Access to Enrollment Functions

Enrollment Request – Enroll student in a class

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This is an example of the Admissions and Registration Directors Access to Enrollment Functions

Enrollment Request – Enroll student in a class

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The Enrollment Request view is all on one page. Scroll down to see the rest of the page.

Enrollment Request – Enroll student in a class

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The bottom section of the page has the Override and Error Messages sections

Enrollment Request – Enroll student in a class

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To Enroll a student go to the *Action field

Enrollment Request – Enroll student in a class

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Add the Class Number in the Class Nbr. field below the *Action field. Click Submit in the top right corner to submit the enrollment

Enrollment Request – Enroll student in a class

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This enrollment has errors. The Enrollment Request Details on the left above the *Action field and the Status section to the right denotes errors. Scroll down the page to view the error messages.

Enrollment Request – Errors

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In this section you can view all Override choices. The Override section is equivalent to General Overrides in Quick Enroll. Additional Overrides is equivalent to Class Overrides. The Error Messages are below the Override section.

Enrollment Request – Overrides

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After selecting the Override, scroll to the top and click Submit again

Enrollment Request – Overrides

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This enrollment was successful. The Enrollment Request Details on the left above the *Action field and the Status section to the right confirm the enrollment.

Enrollment Request – Enroll student in a class

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Scroll down to review the Additional Override and Error Messages sections. The Unit Load is still checked as part of the enrollment record and the Error Messages window is now cleared.

Enrollment Request – Enroll student in a class

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To view the entire “student schedule” click on the “Study List.” You can also view the Enrollment appointment by clicking “Student Appointments” for the student.

Enrollment Request – View Student Study List

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The Student Study List provides the detailed student schedule

Enrollment Request – View Student Study List

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Student Enrollment Appointment displays Student Appointments

Enrollment Request – View Student Appointments

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To select Drop in the *Action field, click the drop down menu arrow and scroll up to select Drop

Enrollment Request – Drop student from a class

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Next add the class number in the Class Nbr field and tab. When you tab the subject, catalog number, and description will populate to the right of the field.

Enrollment Request - Drop student from a class

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Click Submit

Enrollment Request - Drop student from a class

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This Drop was successful. Confirmation is shown in Enrollment Request Details

• n the left and in Status on the right.

Enrollment Request - Drop student from a class

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The student has not met the Pre-requisites for the class they are trying to enroll.

Enrollment Request – Error Messages Samples

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The student has a Hold on their enrollment. The hold must be resolved before enrollment can be submitted.

Enrollment Request – Error Messages Samples

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The error is due to a Time Conflict. The student will need to select a different section that fits their schedule.

Enrollment Request – Error Messages Samples

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This course requires Department Consent in order to enroll.

Enrollment Request – Error Messages Samples

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The student is already enrolled in this class.

Enrollment Request – Error Messages Samples

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The student has taken this course in a previous term. Repeat Rules would apply for this enrollment.

Enrollment Request – Error Messages Samples

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To process an enrollment you click Save

Knowledge Check – True/False

True False

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Dropping a class may be processed through Quick Enroll or Enrollment Request

Knowledge Check – True/False

True False

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Knowledge Check – Multiple Choice

• A. Determine if they are allowed to re-take the class
• B. Register the student for the class regardless of what grade they

previously received

• C. Determine if they are allowed to re-take the class and enter the

appropriate attempt code on the “repeat code”

• D. None of the above

To administratively register a student for a class they have already taken, you must:

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1. Search for a class 2. Use Quick Enroll to enroll a student 3. Review and correct errors when attempting to enroll a student 4. Use Quick Enroll to enroll to drop a student 5. Use Enrollment Request to enroll a class for a student 6. Use Enrollment Request to drop a class for a student 7. Review student service indicators

Let’s Practice

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MDConnect Website is the central location where you can find training material and other resources. Navigate to: MDConnectinfo.mdc.edu > Training ONLINE TRAINING - USER PRODUCTIVITY KIT (UPK)

• UPK is a tool provided by PeopleSoft which provides step-by-step instructions
• n creating and entering transactions in MDConnect
• You may access the UPK library here:

– https://mymdupk.oracleoutsourcing.com/UPK/data/toc.html NOTE: Processes will be listed, please click the plus sign to expand the topic. There are several different ways to see a process:

MDConnect Help

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Contact your supervisor or Change Ambassador for support. To view the list of Campus Change Ambassadors access MDConnectInfo.mdc.edu Change Network site.

Additional Help

For additional technical support contact the District IT Help Desk at 305-237-9999

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For more information about MDConnect visit our website: MDConnectinfo.mdc.edu

• r email us at:

MDConnect@mdc.edu

MDConnect OCM Team Eddy Martinez, Jose Rodriguez, Jaime Landauer, Mayra Morales

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http://ittybittyurl.com/1oqS

Training Evaluation