Overview

This guide provides step-by-step instructions for navigating and using the Portico Student Information System (SIS), designed to help users manage student records, schedules, attendance, grades, and other key data efficiently and accurately.

Contact Grid

Contact Gridà Assigned to Me       

The contact grid is the central location for viewing a user's assigned students as per their permission. Here the user will see a student card containing details about his or her assigned students. 

Contacts can also be arranged in a list view or grid view.

Users can search for contacts and are granted access to a student based on their assigned permissions. 

At this screen, users can:

• Initiate direct communication via phone, text or instant email via a prospective student or student
• View Account Snapshot from any direct communication method
• Access the student profile dashboard to perform department tasks via selecting the Portico ID link

! Advanced filters can be used to identify a target population.

! Multiple students may be selected for mass changes or to create campaigns.

Bulk Print from Contact Grid  

After selecting at least one contact at the Contact Grid, the option to Print Documents will be displayed.  Upon selecting Print Documents, users may choose from either documents, transcripts, ledgers, schedule, or notes to send to the Drop Zone.  The selection will produce a single PDF at the Drop Zone.  The amount of time required to complete the bulk print is relative to the size of the selection. For example, a selection of 500 students may take up to 15 minutes.

Make Contact with Students

Placing and Receiving Calls  

Inbound Calls

An inbound pop-up window is displayed when an inbound call is received. For known callers, the window will display the phone number for the inbound call, the lead's First and Last Name, lead status, campaign name (if applicable) school and campus. For unknown callers, the first and last name, lead status, school and campus will be displayed as unknown.

To answer an inbound call, click on the "Accept" button, and the quick call window will be displayed.

From the quick call window, a user can mark the phone as (from left to right) bad, old, DNC by clicking the corresponding flag.   The user can also transfer the lead to another advisor by clicking on the transfer icon – this appears when on an active call.

Call dispositions are not required for inbound calls. The system will automatically display the disposition of “Answered” for answered calls, “Missed” for missed calls with voicemail, and “Abandoned” for calls abandoned prior to reaching the voicemail greeting.

Outbound Calls

The Quick Call window allows users to take quick action to call a student. The Quick Call window can be displayed when the user clicks on the phone icon in the “Contact Grid”, lead profile card and student contacts. The Account Snapshot for the student will also appear.  

Transferring Calls

The transfer window allows a user to add a participant to a call. It also allows the user to dismiss a participant from a call without terminating the phone call with the original participant. From the transfer window the user can transfer a caller to another advisor through the staff directory, or manually input a phone number from the keypad or computer keyboard to complete the transfer. The transfer window is displayed when a user makes an outbound call or accepts an inbound phone call and clicks on the transfer icon.

Sending and Receiving Text Messages

Send an SMS Message 

The SMS editor allows users to take quick action to send a lead/student a text message. The Text Message window is displayed when the user clicks on the text message icon in the Contact Grid, lead profile card and lead contacts. 

Send an MMS Message

To send MMS messages if configured – you can click on the “MMS” tab in the SMS/MMS window.

Reading Text Messages

Text message notifications are the 3^rd item displayed in the notification menu.  The text notification window displays notifications for text messages sent directly to an advisor or to a campaign number. From this window, a user can open the text message window to read the incoming text message. 

• To view the text notification window, navigate to the text message notification icon

• Click on the icon to open the sub window

Sending Emails

The Instant Email editor allows users to take quick action to send a lead/student an email. The Instant Email window is displayed when the user clicks on the email icon in the Contact Grid, lead profile card and lead contacts.

Information Dashboard

Information Dashbord

In Portico SIS, the Information Dashboard is the overall snapshot of the student admissions process, activities, tasks, and communication.  

All enrollment records are displayed at the top of the screen including enrollment status, start date, and shift.  Selecting the arrow will open that specific enrollment record.  The Master Enrollment record will be identified with a yellow star.   

In the top left corner, the student’s name, ID, and campus location are displayed.  The flag notes if there is a potential duplicate record.   Users can set reminders to perform a task or send communication.  Direct communication can be initiated from selecting the appropriate icon.

From the Information Dashboard a user may select a link to different areas at the student level.

Selecting a link will navigate the user to that area.  Users can open the link in a new tab by right-click and selecting the option.   Multiple links can be opened and displayed simultaneously in multiple tabs.

Profile

Dashboard > Profile

The student profile contains the student’s Personal Identifiable Information (PII), family/references information, secondary education, extra-curricular, and custom fields.  

At the Profile tab, based on assigned permissions, staff can manage the following information:

• Personal
• Contact
• Demographics
• References, Family, Friends
• Demographics
• Secondary Education Credential
• Previous Education
• Extra-Curricular Activities
• Custom Fields

With Paperless Admissions:

Any data field that is collected during the Paperless Admissions process in surveys, will be populated at the profile screen.

Inquiries

Dashboard > Inquiries

An inquiry is a lead.   Leads can be entered manually.   The icon is displayed at the right corner of any screen.   

Manual Process

The user selects:

• Add icon  
• Add new lead
• Quick start and to search for duplicate: Enter First Name, Last Name, Phone Number, or/and email
• Search
• New lead details expand
  1. Confirm School and Campus          
  2. Lead Source Category
  3. Lead Source
  4. Program of Interest
  5. Term Start of Interest
  6. Type
  7. Assign Advisor or Assign to Me
• Option to
  1. Not Send the new lead to a campaign
  2. Send the new lead to a campaign
• Option to Enter Demographic and High School fields
• Save New Lead and Close

Lifecycle Workflows

Lifecycle workflows are built to automate new student onboarding. At each milestone during the onboarding process, the system triggers events which could:

• Send communication to student or internal staff
• Automatically change the student’s status
• Create student’s enrollment
• Send the student to the next milestone for a team to process

Process Checklist Setup 

Each milestone requires a process checklist to assist staff with completing the onboarding process at that step.

Teams/Queues 

As the student reaches a lifecycle workflow, the system opens tasks for the assigned team to complete the required checklist. At their task board, staff can access and complete the task in one more multiple sessions.

Workflow Events

Status changes and move to new queue, communication, task board, enrollment manager 

Enrollment Manager

While the student is transitioning from one lifecycle milestone to another, administrators may audit the student’s enrollment status at the Enrollment Manager screen. 

Depending on the configuration, manual approval of a student at the milestone may be required at this screen.

Activities Calendar

The Activity Calendar is the central location to view a user's appointments, but the user may also access the activities calendar for an individual student. The activity calendar provides a summary of the user's appointments. From here, a user can make a new appointment, edit a current appointment, filter by appointment type, and appointment status

Appointments and Interviews are measured for team performance from the activity calendar. To view an appointment, navigate to the "Activity Calendar" menu from the main control panel or at the student’s record.  

Contact Hub

The contact hub is the central location for recording a staff member’s upcoming and past communication with a lead. Each contact type (phone, e-mail, text, web message) is recorded in the contact hub by the system. The date, time, contact path, and advisor are displayed for each communication made with a student. 

To view communications centrally, navigate to the contact hub menu  . You may also access the contact hub at the student level.

Document Hub

The Document Hub is a centralized location within the SIS where users can upload, store, and manage student-related documents such as transcripts, enrollment forms, and identification. It ensures secure access and organized record-keeping for each student profile.

Program Document Checklist

At the program of enrollment, indicate documents that are expected for the student to need during the duration of their enrollment. These documents will display at the student’s document hub under the Expected area.

Student Document Hub

Expected Documents

The screen shows expected documents for each application and enrollment record. Under the Expected section, the user may pick a document to upload directly into it or, if the document is configured with quick document workflows, the user may initiate a quick document workflow to send the document to the student for acknowledgement or signature.

Needed Documents

This section will show documents that are triggered as needed at a point in time during the student lifecycle. Needed documents can be triggered from process checklists at the lifecycle workflow level or during the paperless admissions process.

Completed Documents

These are documents that have been collected from the student via quick document or paperless admissions workflows. The user may filter and search documents to view or download.

In Progress Documents

These documents are in transit (progress) and can be canceled at any time.

Document Management

Documents can be managed for a group of students at either the Document Hub or Student Reports: General

Drop Zone

Analytics Portal > Drop Zone

The Drop Zone is designed to assist with audits and responses that require documentation as part of the submission process. After sending items to the drop zone, you can then navigate to the Drop Zone on the Analytics page and select which items to further merge into a single PDF.  After clicking select documents to merge, you may choose multiple items from the drop zone inventory. 

Document Merge: At the student's document hub, completed documents, users may choose to select and merge PDF documents and images into one single PDF document. To access the final document, you will be given the options to: download it to the local computer, view in the browser, or send the document to your Drop Zone to download it later or merge it further with other documents generated in this manner.

Send to Drop Zone: At the student's Ledger and Academic Transcript tabs, users may choose to send to Drop Zone.

Screen Prints: At the student's Notes and Change History tabs, users may choose to print the contents of the screen and download to the local computer, view in the browser, or send to your Drop Zone.

My Notes

The My Notes menu is the central location to view for all notes posted by a user. From here the user can view all notes for any lead. A user can also enter a new note. 

To view notes, navigate to the "My Notes" menu     

Notes are grouped by date, with the most recent date listed at the top of the page 

•  Click an existing note to view more details 

• Click on the plus sign on the bottom right-hand corner of the main Notes page to add a new note. 
  1. The add new note window will be displayed and you can mark the note qualification with a thumbs up/down on the top right corner of the Add Note textbox. 
  2. Click on Create Note to save the note. 

Applications

Dashboard > Applications

An application is created from an inquiry.  Certain information from inquiry may be different than that of the application.   Users must confirm that the application start date and program of enrollment will correspond with the student enrollment agreement.    

Manual Process

The user selects:

• Add icon   
• The correct Inquiry, if multiple
• Program of Enrollment
• Start Date
• Expected Grad Date
• Shift
• Admissions Advisor
• Financial Services Advisor
• Create Application

The Application Status will be Pending.  The status can be changed manually or by completion of Lifecycle Workflows.   

With Paperless Admissions:

The Application status will be changed from Pending to Open by an Admissions Advisor to trigger the Paperless Admissions Workflow.  The Application status will be updated to Completed when the student finalizes the process.   Manually changing the Application status from Pending to Completed by-passes the Paperless process.

Enrollments

Dashboard > Enrollments

Enrollment Record Summary

An enrollment is created manually from an application, but it could also be created automatically from within a lifecycle workflow event.  The Master Enrollment Record is noted with a yellow star and will be the top displayed enrollment record if there are multiple enrollment records.      

Manual Process

The user selects:

• Add icon   
• Create from Application
• The correct Application
  1. The selected application will autofill the program of enrollment, degree, start date, and expected grad date, shift, and campus
• Status for enrollment
• Confirm Campus
• Create Enrollment

The fields above will autofill based on the enrolment record.   These fields may be changed manually as needed by selecting the icon    

When changing a student status, additional fields may be flagged to be completed.  

For example:    

Additional fields available in the student enrollment record include Funding Options, Student Groups, Enrollment Status, Externship Start date, Externship End Date, Actual Grad Date, Actual Grad Date, Actual LDA, Withdrawal Date, Withdrawal Reason, Determination Date, Admissions Advisor, Financial Services Advisor, Academic Services Advisor, Career Services Advisor, and Student Account Advisor.

The arrow can be used to collapse or expand the enrollment summary.  

Sub-Statuses

A student enrollment record can have a sub-status applied.  This allows a student to remain in Active or Attending status but also on a Probation, Leave of Absence, and/or Other status. Students with these sub-statuses will be flag on the enrollment record and those flags will be displayed on the contact grid.

Probation

The probation field must be expanded prior to adding a record.  

The user selects:

• Add icon  
• Probation status
• Probation start date
• Out or Probation date
• Enter Comment
• Save

Student enrollment records on Probation will be flagged.

The arrow can be used to collapse or expand the enrollment summary.  

Leave of Absence

The Leave of Absence field must be expanded prior to adding a record.  

The user selects:

• Add icon  
• Leave of Absence status
• LOA start date
• LOA return date
• Enter Comment
• Save

Student enrollment records on Leave of Absence will be flagged.

Other

The Other field must be expanded prior to adding a record.  

The user selects:

• Add icon  
• Other status
• Other start date
• Other return date
• Enter Comment
• Save

Student enrollment records with an active other status documented will be flagged. 

The arrow can be used to collapse or expand the enrollment summary.  

The arrow can be used to collapse or expand the enrollment summary.  

Prior or Future Enrollment Records

Student may have multiple enrollment records within Portico.  Additional enrollment records will be displayed below the Master Enrollment sub-statuses in order chronologically with most recent date first.  

The arrow can be used to collapse or expand the enrollment summaries.      

! At any time, an enrollment record can be changed to the Master Enrollment record by selecting the star.

Academics

Dashboard > Academics

Academic Summary

The Academic Summary is wholly dependent on the Program of Enrollment.  For a student that is not yet enrolled, the academic information displayed will be the casing of Academics.

Not enrolled in a program screen view:

Based on the Program of Enrollment selected in the student enrollment record, the academic information will be displayed.  Every action pertaining to the academic record is contained in this screen: course listing, scheduling, grading, transfer credit, student progress, and SAP.

Program Courses

As defined in Settings > List Inventory > Program and Degree Management

Required

Courses that are part the program of enrollment will populate under the Required Courses tab.  Prior to scheduling or awarding grades to classes, all required courses will be displayed.  As courses are scheduled or added directly with an awarded grade, the course will be removed from the Required Courses tab.  A course must be part of the program to be available for scheduling or awarding grade purposes.  This serves to ensure the student is scheduled for all the courses needed and none that are not needed to complete the program of enrollment.

The columns are Expand / Collapse, Course Flags, Course Order, Course Number, Course Name, Course Level, Credits, Hours, Edit (for pre-requisite flagged courses only)

Pre-Requisite

Pre-requisites are based on a course setting, not a program setting.  If the program of enrollment includes a required course that has a pre-requisite course, it will be displayed in this tab. The required course will be on the left side with the pre-requisite course on the right side.   This information will always remain displayed in the Academic Summary, regardless of the class being scheduled or awarded a grade.

If the program of enrollment includes a required course that has a pre-requisite course, the pre-requisite flag will be displayed in Required Courses tab.  Selecting the arrow will expand the course detail to reveal the pre-requisite required.  The Edit icon allows a pre-requisite waiver to be recorded.  The reason for the waiver is required.      

Schedule for Classes

Only course that are included in a program of enrollment will be available for scheduling.   Additionally, if a course requires a pre-requisite that course will not be available until the pre-requisite is scheduled or awarded a grade.

The user selects:

• Add icon  
• Schedule for Classes
• Checkbox for classes
  1. Multiple classes can be selected
• Save and Close

The available class based on data from Settings: Inventory: Scheduling will be displayed in chronological order.  The search bar is available to filter by course number, name, modality code, class session, room, or faculty.  Select Load Future Classes when completing a student schedule beyond the current term.   

A course that has attendance posted or gradebook entries is not available to be deleted from the transcript.

Bulk Scheduling / Un-scheduling per Class

Users are able to identify students that need a class and schedule these multiple students for a single class simultaneously.  The batch schedule feature will review the selected criteria in the filters and return students that have the course as part of the required course list and have met prerequisites.  AY template and campus location are evaluated as well.

The user selects:

• Schedule icon  
• Search for a students by name or use filters as applicable
• Select Apply Filters to display results
• Select all Unscheduled Students at once
• Select each student individually  
• Save Changes registers the students in the class and updates the Class Count report automatically
• In a similar manner, users can review scheduled students and unregister as a group or individually  
• Users will be prompted to confirm  
• Select Save Changes  to exit

Print Student Schedule

Student schedules can be downloaded or printed from the student transcript.  Courses that have been scheduled but have not yet been awarded a grade are considered part of the current schedule.  These courses and their attributes will be generated.  

The user selects:

• Document icon   
• Print Current Class Schedule

Print Class Schedule Details, Roster, & Sign-In Sheet 

Class schedule details, rosters, and a sign-in sheet can be downloaded or printed from the Class Count Ratio report by selecting the print icon for the specified class. The Class Count Ratios report is located on the Analytics page, under Student Reports.   

The class schedule details include start and end date, course number and name, faculty, classroom, and class session information as well as a listing of the scheduled student name, ID, status, phone number, email address (hyperlink), current course grade, current GPA.   

Generating a Class QR code 

A QR code can be generated at the various screens: the student gradebook, the class gradebook, at the Class Count Ratio report, and at My Classes in the Faculty Portal.   

Add Graded Classes

Only courses that are included in a program of enrollment will be available for added a graded course.   Additionally, if a course requires a pre-requisite that course will not be available until the pre-requisite is scheduled or awarded a grade.  Adding a graded course is most often used with awarding Transfer Credit but could be used in historical data entry cases.  

The user selects:

• Add icon  
• Add Graded Course
• Checkbox for classes
  1. Multiple classes can be selected
     • If multiple courses are selected, they must all be awarded the same grade
• Scroll down to enter Course Date if applicable
• Scroll down to select grade(s)
• Save and Close

A course that has a grade awarded is not available to be deleted from the transcript. 

! If the student is receiving partial credit of hours for a class, the student should first be scheduled in the class and then awarded a transfer grade and number of hours being awarded as transfer.

Posting Attendance for a Student

Attendance can be posted directly from the Academic Summary page  

The user selects:

• The course that the student attended
• Click on the Class Session Code    for that row    
• The Class Gradebook will open        
• Enter attendance     
• Attendance is saved automatically.  Close the gradebook to Exit.

! Attendance received via Portico Student App mobile manual check-in will not be recognized until approved by faculty or staff.

Posting Scores (Graded Items) & Notes for a Student 

Scores for graded items and a related note can be posted directly from the Academic Summary page.   

The user selects: 

• The course that the student attended. 
• Click on the Class Session Code for that row     
• The Class Gradebook will open          
• Enter scores for graded items. By adding entries, this will begin calculating the final class grade.  

• A note can be added to any day with an attendance entry (present or absent)   

1. Notes can be edited    

• Graded items and notes are saved automatically. 
• Close the gradebook to Exit.

Posting Academic Engagement for a Student 

Academic Engagement can be posted directly from the Academic Summary page 

The user selects: 

• The course that the student engaged in 
• Click on the Class Session Code for that row 
• The Class Gradebook will open    
• At the bottom of the screen, select     
• Enter the day the student engaged, the item, score, note (optional). 
• Save and close  

Academic Engagement is permitted from the start date of the class to the end date of the class.  

Posting Make-Up Attendance for a Student

Make-up attendance can be posted directly from the Academic Summary page

The user selects:

• The course that the student attended
• Click on the Class Session Code for that row
• The Class Gradebook will open  
• At the bottom of the screen, select  
• Enter the day the student attended make-up classes, the hours, total time, note if desired. 
• Save and close

! Attendance received via Portico Student App mobile manual check-in will not be recognized until approved by faculty or staff.

Gradebook Status 

Students in classes with configured gradebooks that include gradebook items with scores can have their final class grade posted to the transcript through a batch utility as opposed to a manual individual posting.  For that purpose, the class gradebook status should be maintained.  

Individual Gradebook: Inside the student class gradebook are the fields “Add Faculty Note”, “Add Administrative Note” and “Gradebook Status”.  Users need to keep the gradebook status up to date, in order to indicate readiness for the final grade posting. 

Roster Gradebook: Inside the class gradebook are the fields “Change Gradebook Status for All” to facilitate bulk gradebook status changes. Roster gradebooks for the entry class can be accessed by navigating to Analytics Portal > Reports > Student Reports > Registrar > Class Count Ratio. Users will need to keep the gradebook status up to date, in order to indicate readiness for the final grade posting.   

Posting Final Grades by Student

Grades can be posted directly on the Academic Summary page. The user selects:

• Add icon   under GPA column on the course row
• Select Grade
• Save Student Transcript

Internal Transfer of Grades

Grades from previous enrollment records can be transferred internally to a new enrollment record by using the transfer course   icon

The user selects:

• Transfer Course
• Enrollment record the student completed the course
• Checkbox for classes that will be transferred into new enrollment record
• Next step    
  1. Transfer courses with original grade or Transfer courses with the following grade
• Transfer Courses

Posting Final Grades in Batch 

Batch Final Grade Posting enables gradebook final grades to be posted in bulk, as a batch.  The Batch Final Grade Posting is located on the Analytics page, under Utilities.  Users may Start New Batch, open a Pending Batch, and Review Final Batch.  Filters include the Course Dates, Campus, Academic year Template, and Gradebook Status.  Select “Find Students” to retrieve results.  Students can be added to batch individually or in bulk.  Upon finalizing the batch, the final grade will be updated on the transcript and the gradebook status changed to “Grade Posted”. 

Posting Final Grades in Batch – LMS Integration

For institutions with an LMS integration, the final course grades will be calculated in the LMS (Canvas, Moodle) imported into Portico SIS, and populated on the student transcript. A user must initiate the import through the Analytics page – Utilities – applicable Grade Import Batch.  Please refer to the applicable Integration Manual for further instructions.

Posting Attendance & Gradebook Scores for Entire Class 

Attendance and item grades can be posted to multiple student records simultaneously using the Class Count Ratios report.  The Class Count Ratios report is located on the Analytics page, under Student Reports.    

The user selects: 

• The student count    
• User may update attendance for the class by selecting “Mark All As”  
• User may update the record for an individual  

• Scores must be recorded individually.  A note can be entered if needed.   

Transcript

Progress Bars

There are two progress bars for Academic progress.

• The quick reference bar visually displays the Credit Hour student progress by:
  1. Credits Competed (blue)
  2. Credits Attempted (green)
  3. Credits Scheduled, not graded (orange)
  4. Credits Pending, not scheduled, scheduled, not graded (grey)

• The quick reference bar visually displays the Clock Hour student progress by:

1. Hours Attended (green)
2. Hours Attended as Make-up (blue)
3. Hours Absent (red)
4. Hours Incomplete (orange)
5. Hours Pending (grey)

• The SAP progress bar displays the student's progress as such:

Transcript Views

Programs will have defined views that arrange and display academic information.  This setting is in the List Inventory – Program & Degree Management – Academic Year Template.  The user may select which view is best for the task at hand.   

Credit Hour Student 

• All: Chronological list 
• Term: Grouped by Master Term 
• Attendance Log - Credit: Scheduled Class Days & Posted Attendance 
• Graded Item Log: Gradebook items that have been given scores 

 Clock Hour Student 

• Clock: Chronological list, includes cumulative  
• Attendance Log - Clock: Scheduled Class Days, Posted Attendance, and Pending Approval  
• Graded Item Log: Gradebook items that have been given scores 
• Services: Service Records that have been recorded
• Evaluation Point: Tracks SAP periods and Payment Periods  

Evaluation Point View 

The Evaluation Point transcript view formats attendance records into a manner that displays the SAP periods and the Title IV payment periods.  As attendance records are entered, the log inserts the details.  A date will not populate in this table if the attendance is incomplete, meaning the scheduled date has no attendance value.    

The view is controlled by the Title IV payment period, with the evaluation period details listed at the bottom of the evaluation period.  The SAP block provides details on the SAP period, including the scheduled hours, the hours completed as per the scheduled hours, the date the scheduled hours were met, and the pace for that SAP period.

• Evaluation Point: Date the completed or attended hours were met for the payment period.
• Week: The number of weeks in the payment period based on attendance records. 
• Period Weeks: Weeks required as defined per the AY Template
• SAP: Status for the period 
• Scheduled Hours: The scheduled hours for the payment period, based on attendance records  
• Period Hours: Payment period hours as defined per the AY Template 
• SAP Date: The date the SAP period was met or the date of the latest recorded attendance record

This is an example of the first payment period.  If a GA or GPA is calculated, it will be displayed next to the payment period.  

In this example, the student has reached the SAP payment period prior to the Title IV payment period.

This is an example of the second payment period. 

In this example, the student has reached the SAP payment period but not yet the Title IV payment period.

Printing the Student Transcript 

Student transcripts can be downloaded or printed from the student academic screen.    

The user selects:

• Document icon  
• Select the transcript - Official or Unofficial.
• Master Terms: All or as needed
• Select View or Download

Transcripts are Paperless Campus Workflow Documents and can be customized by your Portico Champion.   The system allows multiple transcript documents with different formats as needed.    

Each program can be mapped to one Official Transcript and one Unofficial Transcript Template in the List Inventory – Program & Degree Management – Program of Enrollment.

Ledger

Dashboard > Ledger

The student ledger card is designed to record debits, credits, and projections.  Entries can be entered manually for a single student or thorough batch processes for multiple students.  Details for each entry may include:

• Date Posted, Enrollment, Term, Ledger Code, Award Year, Debit / Credit / Projected, Academic Year, Payment period, Source, Transaction Number, Is Adjustment, Comment

Ledger Card Totals

At all times, three totals will be displayed:

1. Balance: Total debits less total credits
2. Projected: Total not yet received less any pending charges
3. Overdue: Total of projections that have a date prior to “today”

Filter and Sort Features

The ledger card has many ways to filter and sort the entries.  

• At the top of the ledger, the following options are available:

• Any column, or multiple columns, can be dragged above to group in that manner.    

• Individual columns have these options.

Selecting Columns will display all available columns as some columns are not visible without being added.  

Manual Entry

Entries can be entered manually for a single student; however, any entry that may be a disbursement of an Award should be reserved and posted using Awards or Disbursement Batch utility.  This is because a manually entry will not update the projected disbursement in the Awards.   

The user selects:

• Add icon  
• Confirm populated data based on Date Posted: Enrollment, Term, AY1, and Payment Period
• Ledger Code
• Award Year (optional)
• Debit / Credit / Projected
• Source (optional)
• Transaction Number (optional)
• Is Adjustment (optional)
• Comment (required if the Is Adjustment option is checked.)

! Any entry that may be a disbursement of an Award should be reserved and posted in the Award disbursement edit or using the Disbursement Batch utility.

Edit or Delete Ledger Entry

Entries can be edited or deleting but with certain conditions using the pencil and delete icons.

For example, tuition batch billing entries are not able to be deleted.  For entries that are part of a disbursement batch, only certain fields are open to be edited: enrollment record, Academic Year, Payment Period, and source.  Entries that were manually posted can be edited in most fields or deleted unless revenue recognition is impacted.

Tuition Batch Utility

The Tuition Batch Utility allows a user to bill tuition and fees for multiple students simultaneously.   Billing cycles must be configured, and programs must be assigned to a billing cycle, for this feature to function.   The Tuition Batch tool is located on the Analytics page, under Utilities.

Refer to the Manual “hand-outs” for your institution’s Billing Cycle and Tuition Batch instructions.

! Recommended Best Practice

! Pending batches changes will be displayed on the student ledger as projected until the batch is finalized

Disbursement Batch Utility

The Disbursement Batch Utility allows a user to post awarded disbursements for multiple students simultaneously.  The Disbursement Batch tool is located on the Analytics page, under Utilities.

Refer to the Manual “hand-outs” for your institution’s Disbursement Batch instructions.

! Recommended Best Practice

! Can be used for any awarded disbursements (examples: cash plan, scholarship)

! Projected disbursements will be displayed on the student ledger as projected until the funds are noted as Disbursed in the Awards Screen

! Any entry that may be a disbursement received from an integration with an agency should be reserved and will be posted using the integration protocol.  

Summary

At this screen, the ledger organizes into buckets and totals by:

• Charges
• Payments
• Projections

The arrow can be used to collapse or expand the ledger summary.  

Revenue

At this screen, recognized revenue will be listed in a table format.  The revenue is calculated based on ledger code attributes and ledger entries.  If no entries are posted on a ledger, no revenue will be recognized.  The date posted refers to the date of the ledger transaction.  The transaction date refers to the month in which the revenue amount was recognized and posted.  

Printing the Ledger

The print icon on the ledger screen allows the user to issue a ledger card via print or download.  For students with multiple enrollments, users can choose which enrollment ledgers to include.  The export option allows users to choose which data fields to include, however, the options will default to the ledger selections per the user screen.   Transactions are listed in chronological order.  When multiple enrollments are selected, transactions will be grouped by enrollment.    The enrollment ledger summary is displayed before the ledger card transactions.

The user selects:

• Add print icon
• Ensures the desired information is selected or edits selection  
• Selects Export  

This feature is dynamic meaning the ledger will display the same information (columns) as displayed on the user’s screen.  For example: If the user does not wish to include “Projected” awards, the column should be removed from the screen image prior to selecting the Print feature.   Unselecting “Projected” during the export option will not give the desired result.

Awards

Dashboardà Awards

The awards screen is designed to outline the institution’s financial offer or arrangement made with the student to satisfy the student’s financial obligation for the program of enrollment.  Within Portico, each type of funding will be entered and referred to as an Award.  The details of each award need to be manually entered. If the award ledger code is not an available option, refer to Settings: Inventory: Ledger Code Settings: Ledger Code Categories as only those indicated Yes as Award will be available.  

Adding an Award (manual entry)  

The user selects:

• Add icon  
• Confirms award belongs to populated enrollment
• Enters the Academic Year Start Date
  1. For cash or out-of-pocket payment plans, this is the date the first payment will be due.
• Enters the Academic Year End Date
• Award Year
• Ledger Code
• Ledger Source (optional)
• Gross Award Amount
• Loan Fee Amount (optional)
• Rebate Amount (optional)
• Loan Period Start Date (optional)
• Loan Period End Date (optional)
• Disbursement Schedule
• Number of Disbursements
• Allows Decimals
  1. If a fund only disburses in whole numbers, leave the box unchecked
• Highest Amount First
  1. If a fund disburses the greater amount, check the box
• Calculate
  1. This will expand the award detail, allowing for review and any changes necessary prior to saving the award
• Save Award

Example:   

You will be prompted when saving                

Saved awards will appear as such below.  The Disbursement Status will be set to P for Pending.

! Academic Year Start and End is dependent on the Program of Enrollment and the student start date

The awards main screen will appear as such below.  

Edit an Award or Disbursement

Selecting the  icon will open the award.  Users can edit the Award Details or the Disbursement Details.  

Options for editing the disbursement include Disbursement date, PP start date, and Gross award

To change the Number of Disbursements (increase or decrease) or the change the Disbursement Amount, follow these steps:

The user selects:

• Select Edit    
• Select Change the Disbursements Manually    
• Select Add New Disbursement    
• Enter the information needed
• Save Award      

! Awards received via Campus Ivy powered by Portico financial aid module are not available for editing in Portico SIS.

Editing the Disbursement status

1. (P) Disbursement is projected.
2. (C) Disbursement is cancelled (no longer projected)
3. (D) Disbursement is received.  
4. (I) Disbursement is pending (used as part of Campus Ivy integrations Only)

! Disbursements received via Campus Ivy financial aid module are not available for editing in Portico.

Recording Payment for one Student

Changing the status to (D) will post the disbursement to the ledger with the date in the disbursement date field.

Be aware of the date and change if needed prior to changing the status to (D).

You will be prompted when saving.

! Any entry that may be an award from an integration with an agency should be reserved and will be posted using the integration protocol.  

! Changing disbursement status may impact open disbursement batches.  These should be reviewed carefully before proceeding.   If the change is still desired and made, be certain to recalculate any open disbursement batch that may have been impacted.   

Delete an Award or Disbursement

     Users can delete an Award.    Deleting cannot be undone.  You will be prompted when saving.

Projected, Collected, and Overdue Awards

Projected, Collected, and Overdue funds for a given period of time can be detailed and summarized in the A/R Transaction Detail report.  The A/R Transaction Detail report is located on the Analytics page, under Student Reports, Accounts.  Projections, both future expected and past due, can be detailed and summarized in the Projection Details report.  The Projection Details report is located on the Analytics page, under Student Reports, Accounts.  

Refer to the Manual “hand-outs” for details on how to navigate the filters for each scenario.

Career Center

Highlights

The highlight section will populate from the enrollment record.  Any edits should be made at the enrollment record. This includes Career Services Advisor, Expected Grad Date, Externship start Date, Externship End Date.

Placement Profile

In this section, the student placement information is managed.  Placement reports will be read from this information.  All fields should be completed when entering a placement record.   This includes Placement Status, Placement Category, Waiver, Waiver Details, Verified, Verification Date, Verified By, Verification Note.

• Should the student have multiple placements, the user may select the Add icon    to generate another placement profile.
• The arrow can be used to collapse or expand the placement profiles.     

The user selects:

• Add icon  
• Ensure correct enrollment record is selected
• Select Placement Status
• All other fields are optional and dependent on internal processes
• Enter Workplace details if needed

Exams

In this section, exam information is managed.  This includes Exam name, Exam Results, Score, Scheduled Date, Completed Date, and a flag for those Waiting for results or waiting to take the exam.

• Multiple exam records can be created by selecting the Add icon   to generate another entry.
• The arrow can be used to collapse or expand the placement profiles.     

The user selects:

• Add icon  
• Select Exam
• Select Exam Results
• Score - optional
• Scheduled Date - optional
• Completed Date - optional 
• Flag for “Waiting”
• Flag for “Is current exam results”

Licenses & Certifications

In this section, license and certification information is managed.  This includes License or Certification name, Number, and Issue Date.

• Multiple records can be created by selecting the Add icon  to generate another entry.
• The arrow can be used to collapse or expand the placement profiles.     

The user selects:

• Add icon  
• Select License or Certification
• Number - optional
• Issue Date - optional 

Employer Activities

In this section, the user can enter student activities with an employer or potential employer.  This is to track career services offered to the student.

The user selects:

• Add icon  
• Employer
• Activity Date
• Activity Type
• Conducted By
• Activity Location
• Note
• Save

Custom Fields

Drop-down menu selection from Settings: Custom Fields Inventory

• Custom fields can be created to identify any item.
• A custom field can be displayed in many areas, including the Account Snapshot or Profile.

Change History – Student Record

On this screen, the user can review, filter, audit, create notes, and print the changes made to the student status or record.

• Use the filters to narrow the results
• History is displayed in chronological order of date changed.
• View and add notes associated with each change in the contact record.

Academics History – Student Record

On this screen, the user can review, filter, audit, create notes, and print the changes made to the student transcript which include scheduling a class, deleting a scheduled class, final class grade entries and final class grade edits.

Gradebook History – Student Record

On this screen, the user can review, filter, audit, create notes, and print the changes made to the student gradebook which includes gradebook items scores, class final grade calculations, and attendance changes.  These changes are recorded if the entry is received via a staff or faculty member and not via integrations.