Business Systems Development Unit

SIS

FAQs

This page lists the most frequently received questions and their answers, from the SIS Helpdesk. For more information, contact the Helpdesk via the link on the menu to the left of this page.

General

What do I do when I access SIS (through the web address provided) and nothing happens i.e. the login screen does not pop up?

This problem may be experienced by first time users whose proxies are not set up correctly. If you encounter such a problem, you will need to contact your local IT support for assistance.

The following instructions should be forwarded to your IT support to assist in resolving the problem:

1. Click on "Tools" in menu bar of the open browser
2. Click on Internet Options in drop down menu
3. Click on Connections tab
4. Click on the LAN Settings button
5. Ensure that 'Use Automatic configuration Script' is the only box checked
6. Enter http://proxy.latrobe.edu.au/proxy.pac in the address
7. Click OK to exit LAN settings
8. Click OK to exit Internet Options
9. Access SIS (through the web address provided)
10. Click on 'Grant Always' (this screen will only be shown during initial login)
11. Enter your username, password and database and click on 'Connect'

When I first login and the 'Grant Always' screen disappears before you can action it. What do I do to retrieve it?

Hold down the Alt key and tap the Tab key until the the appropriate icon appears. Release the Alt Key and this will bring back the 'Grant Always' screen.

I was using SIS and when I came back to my desk the screen was white with some Network error messages showing. How do I get my access back?

You have timed out and need to logon again. Close this browser screen and open a new one. Direct yor browser to www.latrobe.edu.au/sis URL and this will reinitiate your acess. Tip: Create a bookmark to the www.latrobe.edu.au/sis URL for speedy access to SIS.

How do I stop a query?

Sometimes, you may accidentally hit the query icon and unknowingly initiate a query of all records e.g. all students in the database. To end the query, press Control +Q.

If 'Control +Q' does not work, as a last resort, terminate the session as follows:

1. Press Control+ Alt + Delete (all three keys simultaneously)
2. Click the "Task Manager" button
3. Select the task ensuring that you select the task labelled "SMS…."
4. Click the "End Task" button. This will effectively terminate the SIS session

How do I conduct a search with only partial information?

Use wildcards when you have only part of the information about the field/s you are querying on. Searching by given names is a classic example. The Given name field stores the first name and middle name/s. If you are searching on given names and you know only the first name, enter the first name followed by the '%'sign as a wildcard to represent the remaining part of the name that you do not know. This will bring up all students that satisfy the search criteria you entered and you will need to scroll through the records until you find the relevant student.

When do I use wildcards in my search?

Use wildcards when you have only part of the information about the field(s) you are querying on. Searching by given names is a classis example. The Given name field stores the first name and middle name(s). If you are searching on given names and you know only the first name, enter the first name followed by the '%'sign as a wildcard to represent the remaining part of the name that you do not know. This will bring up the all students with that satisfy what you have entered and you will need to scroll through the records until you find the relevant student.

Admission/Enrolment

What is a deferral?

Deferral of offer occurs when an applicant wishes to take up the offer of a place in a subsequent academic period. A deferment is only approved for one year. Formerly, deferrals in La Trobe University were known as reserved places.

Why is setting the right session details important?

The Session Details are selected on SIS prior to recording an application for admission or querying an applicant to update records. The Session Details govern the buttons that will appear on the Record Admissions form and the data that must be entered or can be accessed.

The following applies to the session details:

• Academic Calendar -The Academic Calendar is the year the applicant will begin studies.
• Process category - This covers the category of the course the person is applying for entry to e.g. postgraduate coursework, postgraduate research and the type of applicant e.g. local, international, offshore. If this is not correctly selected, the course you are after may not be displayed for selection when attaching to an applicant.
• Admission calendar - The Admission Calendar is the semester the applicant would start the course

What is an intermission?

An intermission is an approved period of absence from studies, normally recorded as covering one or more teaching periods. Formerly, intermissions in La Trobe University were known as deferrals.

Advanced Standing

What is advanced standing?

Advanced standing (credit) is recorded on a student's course enrolment to count toward their course requirements, for having completed equivalent studies/prior learning or relevant work experience. Advanced standing may also apply if students have completed articulation courses or transferred their courses.

How is advanced standing recorded?

Advanced standing can be recorded as a credit or a preclusion. Credits are used when the prior studies count towards the course requirements, progression and completion. Preclusions are exemptions that satisfy pre-requisite, corequisite and incompatible requirements.

What is a preclusion?

A preclusion is an exemption that satisfies pre-requisite, corequisite and incompatible requirements.

How was advanced standing with overrides converted?

Any credits in SIS that have overrides have been converted as

i) a preclusion so that the subject is recognized for credit purposes, and

ii) a discipline-based unit credit (not unit level as indicated in some earlier emails)

so that the credit points in the discipline is recognized. SIS does not have functionality to override credit points for advanced standing.

Progression

Where can I view Show cause events and APC conditions?

Show cause events and APC conditions have been converted as progression outcomes and can be viewed by navigating to the form Person Inquiry - INQF1A00, select the relevant course and open the student course attempt. Whilst in the course attempt you are interested in, click on Zoom on the top menu bar in context of the and select Student Progression Outcomes.

You will then be able to view the progression outcomes in context of the course you are interested in.

Student Progression Outcomes can also be viewed via the Zoom functionality on the form Record Enrolments - ENRF3000.

Note that access to these forms is for approved users only and access levels may differ from one user to the next depending on your role and use of the functions.

What is an academic encumbrance and where can I view it?

An academic encumbrance is a penalty or restriction applied to a student as a result of unsatisfactory progress. It can be viewed by navigating to the form Person Inquiry - INQF1A00, clicking on Zoom on the top menu bar and selecting Student Progression Outcomes. Student Progression Outcomes can also be viewed via the Zoom functionality on the form Record Enrolments - ENRF3000.

Both academic and administrative encumbrances can be viewed by clicking the Encumbrance button on the form Record Enrolments - ENRF3000.

In terms of conversion of historical data, students with progress bar or course or unit exclusions that are still current and have not been lifted by subsequent re-enrolment have been converted as academic encumbrances of type exclusions.

Assessments

Why can I not see the history of all results achieved in a unit for a student in Person Inquiry (INQF1A00)?

INQF1A00 only displays the last finalised result for each unit - if there are no finalised results, nothing will be displayed. If a student has had mark changes to a particular unit, only the last finalised record is displayed in INQF1A00.

Where can I see the history of all results achieved in a unit?

A history of all results achieved in a particular unit including mark changes can be viewed via the Amend Marks/Grades (ASSF53B0) form. This can only be viewed by users who have been granted access to this form.