Student Records

Our Work

The Student Records team is central to the design, testing, and maintenance of the SIS and all complimentary systems, ensuring accuracy and regulatory compliance by coordinating upgrades and managing help tickets. The team expertly handles all aspects of academic structure and records, including maintaining the Academic Calendar, managing the course catalog, and coordinating enrollment and graduation operations.

The team efficiently processes transcript and degree verifications (including external reporting to the National Student Clearinghouse), maintains diploma templates, and manages unique compliance and special programs like reverse transfer and the Standing Committee on Residence. Core functions involve providing technical support and training for Academic Advising Reports (AARs), maintaining workflow routing rules, and running comprehensive audits and reports to support campus needs and ensure data integrity.

Indiana College Core (formerly Statewide Gen Ed)

  • Degree-seeking students who have not completed the ICC prior to matriculation will be expected to meet all general education requirements on the campus at which they are officially pursuing a degree. The campus at which a student is seeking a degree will assign the ICC milestone. Coursework taken at another campus or institution will count toward general education requirements or the ICC based on the home campus' articulation rules and its general education requirements. Please visit the University Transfer Office for more information. To add approved courses that satisfy these competencies, please contact USSS-AAR programmers, Kari Fisher or Lori Johnson, by using the AART request link.

AART

  • The AART is an online development and modification request tracking system. This form should be used by academic units to request the creation of a new Academic Advising Report (AAR), to request modification of an existing AAR, or to report an AAR problem.

TSAP

  • Transfer Single Articulation Pathways: Beginning fall of 2015, completion of an eligible AS or AA degree at Ivy Tech or Vincennes may put a student on a Single Articulation Pathway to a BA or BS at IU. Students can follow a single articulation pathway from an Indiana community college to a corresponding degree at a four-year institution without a loss of credit hours. Click here for IU-specific guidelines.

  • If an academic program has TSAP plan/s and does not yet have an Academic Advisement Report, please contact USSS-AAR programmer, Kari Fisher, by using the AART request link.  Kari will work with your unit/campus in establishing TSAP academic advising reports.

Please visit the UES Batch Processing page (Requires CAS Authentication).

UES maintains control tables in support of the following modules:  Admissions, Student Records, Financial Aid, Student Financials and Advising.

  • Roster generation
  • I to F grade lapse

  • Diploma Processing
  • Enrollment and Degree Verification
  • Inactivation of graduating high school seniors in dual credit careers
  • Term Activation, Enrollment Appointments, and WADM NOSH/DISC YOUT
  • Transcripts
  • Workflow and Work Group Maintenance

Create and maintain workflow processes, workgroups, and users.

  • To add, remove, or replace any user(s) from a PeopleSoft workgroup, please email VPSSWF@iu.edu. Include the following information:
    • Username(s) or UID(s)
    • Action to be taken (added, removed, or replaced)
    • Workgroup name(s)
    • If a workgroup name is not known, indicate the responsibilities of the user (for example, "this user needs to approve eDrop and eAdd documents for the School of Business")

Campus Registrar staff may submit spreadsheets for automated processing using Power Automate Flows. If you are from a campus unit, other than the Registrar’s Office, you must work with your campus registrar’s office to request use of these flows. 

In order to have your files processed in a timely manner, please:

  1. Drop your file in \\ads\usss\Student_Records_Batch_Loads_RC\PowerAutomate_DropBox, and
  2. Send an email to IU-VPSS-SR-AUTOMATE@exchange.iu.edu

The following flows (with instructions) are currently available: 

Academic Plan Attributes

  • Add an Academic Plan Attribute to the Academic Plan Table
Add Academic Plan Attribute Template
  • Delete an Academic Plan Attribute on the Academic Plan Table
Delete Academic Plan Attribute Template

Class Permissions

  • Add an add or drop permission
Class Permission Template

Enrollment Request

  • Grade change
    • Template coming soon

Experiential and Applied Learning Record (EALR)

  • Create an Administrator initiated document to be routed for approvals using the java workflow
EALR Java Template
  • Add an experience directly to a student record in SIS
EALR SIS Template

IU Special Stat Recalc

  • Run IU Special Stat Recalc
    • Template coming soon

Maintain Schedule of Classes

  • Change Begin and/or End Date
SOC Begin/End Date Template
  • Change Location Code
SOC Location Code Template
  • Delete Class
SOC Delete Class Template
  • Update Enrollment, Room, and/or Waitlist Capacity
SOC Capacity Template

Student Program/Plan Stack Updates

  • Add a new Degree Status and/or honors row
In Review Template
  • Add a DISC/REGR row (currently used for ACP)
    • Template coming soon

Term Activation (to be used for special populations)

  • Tem Activate, check/uncheck Eligible to Enroll box, update academic levels
Term Activation Template

If you have a manual process that you think would lend itself well to using a Power Automate Flow, but that is not addressed in the templates above, please send your request for a new flow to IU-VPSS-SR-Automate@exchange.iu.edu.

Our office runs the Prior Term Copy process for each future term and campus to build the initial Schedule of Classes. After each PTC, edits are completed for the title, hours, academic structure, and attributes.

Students who want to appeal their residence classification should review the listing of residence classification guidelines in its entirety and complete the application form.

Enrollment Verification

UES processes enrollment and degree verifications for all Indiana University campuses. For more information, follow the link below.

Visit Transcript Verification Site

Offices of the Campus Registrar

Bloomington

Columbus

East

Fort Wayne

Indianapolis

Kokomo

Northwest

South Bend

Southeast