ACES How To. Academics. Financial Aid Who To Access Financial Aid Self Service. Bursar Account How To View Bill How To Make A Payment

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1 Registration/Course Information How To Book Bag How To Register How To Register for Summer How To Drop Classes How To Add Class Permission Number How To Search for Classes How To Download Your Calendar Academics How To Use My Planner How To Generate What If Report Financial Aid Who To Access Financial Aid Self Service Bursar Account How To View Bill How To Make A Payment Updating Personal Information How To Add or Update Work Experience Nee HELP Who to Contact with Questions Technical Information ACES How To Hyperlinked Table of Contents

2 How to Book Bag The book bag in the new ACES/Self-Service is similar to the book bag in the former ACES but with additional functionality. Use the Book Bag to temporarily save classes until it is time to enroll for this term. Book Bagging Windows Book bagging may only occur during assigned book bagging windows. On your Student Center homepage, you may view these dates under the Enrollment Dates menu. For additional details about your book bagging window, click on the link within the Enrollment Dates window. Additional information, including a listing of your book bag and enrollment windows, is available in the term information page. Page 1 of 8

3 Accessing the Book Bag The Book Bag is accessed via your Student Center homepage via the Registration tab or the Registration link. Page 2 of 8

4 Using the Book Bag The Registration tab/link will take you to the Search By Subject page to enter classes into your Book Bag. Select upcoming enrollment term. Select the alphabet (defaults to A ) of the class(es) you want to book bag. A list of subjects will be displayed. Page 3 of 8

5 Using the Book Bag Cont d. Select the, to expand the subject and display the class numbers. Page 4 of 8

6 Using the Book Bag Cont d. Select the, to expand the class number and display the class sections. Select this link to view detailed information about the class. This is where you see enrollment information, course synopsis, and course evaluation. Select the link to add the class to your book bag. You can have multiple sections display for each alphabet. Also, you may select as many classes as you like to go into your book bag. Page 5 of 8

7 Using the Book Bag Cont d. Click the button. You can decide if you want to go on the waitlist if the class is full. You will need to enter a permission number here only if one is required for class enrollment. See enrollment information note if a permission number is required. Click the ADD TO BOOKBAG button to add this class to your Book Bag. If you need to view details about this class, you have to go back to either the Subject Search or Advanced Search (easier to locate a specific class). A confirmation message will appear at the top of the Search by Subject page letting you know what course(s) were added to your Book Bag. NOTE: If you select a class needing a related class requirement (i.e. a lab that requires you to select a lecture section) an additional page is displayed. Click the button to add the class to your book bag. Click this link to find additional information about your class. Page 6 of 8

8 Using the Book Bag Cont d. At this point, you will want to select each class (by checking them) and validate to check for time conflicts, permission numbers, etc. You have the option to delete a class from the Book Bag. Check the boxes for all of the classes you want to either View graphically, Validate or Register for in your book bag. You are able to graphically view your schedule, including enrolled and book bagged NOTE: You have additional options to add classes to your book bag from this page. You may enter a class number. Class numbers are the four digit number available in the class details. You may search ( Find Classes ) by choosing one of the search options below and pressing the Search button. Class Search Searches for classes using the search by subject. My Requirements This functionality is not available at this time. My Planner Provides the list of courses currently in your planner and if they are offered for the book bagging term, you can select the class. It will be added to your book bag. Page 7 of 8

9 Using the Book Bag Cont d. The graphical schedule displays a picture of enrolled, waitlisted, and bookbagged classes. Once you validate your classes you will receive information and status for each class. This will give you the opportunity to update your Book Bag (like enter a permission number or add a class without a time conflict) before your enrollment window opens. You will use the Book Bag tab for enrolling when your enrollment window opens. See the How to Register document for instructions on registering for classes. Page 8 of 8

10 How to Register For Classes This document will explain how to enroll from your book bag. Enrollment Windows Enrollment (dropping and adding classes) may only occur during assigned enrollment windows. On your Student Center homepage, you may view these dates under the Enrollment Dates menu. For additional details about your enrollment window, click on the link within the Enrollment Dates window. Additional information, including a listing of your book bag and enrollment windows, is available in the term information page Page 1 of 4

11 Enrollment from Your Book Bag If you have classes in your book bag, then you may use this list to complete enrollment. View classes in your Book Bag. You can delete a class(es) from your book bag by selecting the icon. You are able to view a graphical picture of enrolled, waitlisted and book bagged classes. Remember to VALIDATE the classes in your Book Bag before your enrollment window opens to ensure that all the classes you wish to enroll are okay to add. When you are ready to enroll in classes, select the classes that you want to enroll in by placing the check in the Select box. Click the button located directly below the list of book bagged classes. Page 2 of 4

12 Enrollment from Your Book Bag Cont d. NOTE: If you try to enroll before your window opens, you will get this message: To submit your classes for enrollment, press the button. If you do not want to enroll in the classes, press Cancel. NOTE: This button WILL appear once your enrollment window opens. You may see (very very briefly, if at all) a processing window while you are being enrolled into your selected classes. Page 3 of 4

13 Enrollment from Your Book Bag Cont d. View the results or your enrollment submission. Carefully review the message located in the Message window for each class to confirm if you are enrolled in the class, waitlisted or not able to enroll. You have the option to review your class schedule by clicking on the button. You will use this Class Schedule on the Book Bag tab to drop classes. See the How to Drop Classes document for instructions on dropping classes. Page 4 of 4

14 How to Register for Summer Term(s) Unlike Spring and Fall terms, not all students enroll in Summer classes. In the past, students would need to select Summer classes and place them in their book bags to be eligible for Summer enrollment. The Summer class schedule would not be visible until the student committed to Summer registration. This procedure is slightly different in the new ACES (Student Self Service). In the new ACES (Student Self Service), the Summer schedule will be visible to all students without needing to book bag or enroll. The schedule will appear under the Class Search and Advanced Class Search options. Without additional action by the student, there is no option to place the class in the Summer book bag.

15 If the student is interested in book bagging and enrolling in any of the Summer terms, then they can make themselves eligible for the term. On the Registration page, students will see a new tab labeled request summer enrollment. This page will ask which term or terms the student would like to be eligible. NOTE: Students are NOT required to see their advisors for summer enrollment. Action taken by the student on this page makes the student eligible to enroll for the selected summer terms. A student will select the check box for the appropriate term and then select submit. A confirmation page will appear.

16 After selecting the OK button, the student will be returned to the request summer enrollment tab. The term or terms previously selected will now appear with a Green Check mark indicating the student is now allowed to book bag or enroll in that Summer term. Any term not checked will remain and the student may return at a later date to request eligibility for that term. On special occasions students may wish to enroll in a class in a summer term not specified (for example, undergraduates in a Summer Full term). If the term is not available for selection, the student would need to contact the Registrar

17 Once the student has made him/her self eligible for Summer, the Class Search and Advanced Class Search will allow classes to be moved the book bag from the term or terms the student has selected.

18 How to Drop Classes This document will explain how to drop classes you are currently enrolled in. Dropping Classes Navigate to the Book Bag sub-tab under the Registration tab/link. Page 1 of 3

19 Dropping Classes Cont d. See the Class Schedule section to view a list of classes you are enrolled. have in your bookbag to the class schedule Scroll past the courses you Select the class(es) you want to drop and click the button. Review your selected class(es) and press the button. You may also cancel your selection on this page. Page 2 of 3

20 Dropping Classes Cont d. View your results of the Dropped classes. Click on the to view your current schedule. Page 3 of 3

21 How To. Add Class Permission Numbers As part of the registration process, some classes have a permission number requirement. Once you receive the permission number from the instructor or department for the particular class, you will need to enter it on the Add Classes page. Without the permission number, you will not be able to enroll in the class. Permission Numbers are added in the book bag or during enrollment of the enrollment process.

22 You will be taken to the Enrollment Preferences page. Enter the permission number here. Add permission number here.

23 How To Search for Classes Searching the schedule of classes will assist you in book bagging or enrolling in the new ACES/Self Service. This document will show you how to effectively use the simple and expansive class search feature. First you will need to set your User Preferences, this will facilitate your navigation through many of the ACES/ Self Service pages, and reduce search result errors. Go to the Personal Information section and select the User Preferences link. Enter all the information that applies to you and the type of searches you will do. Although you have set your user preference, you can always change the career or term in individual search pages. Page 1 of 5

24 Searching for Classes You have TWO options to search for classes: 1. Advanced Search From your Student Center homepage, the will take you to the Advanced Search Here is where you will enter the criteria for searching for a class or list of classes. Select the button to see a list of offered class subjects from A Z. Once you choose the subject, you will be returned to the Class Search page. Important Note: Before completing your search, to receive classes only within a specific career, undergraduate for example, then choose a career from the drop-down list for Course Career. Other criteria may be entered as desired. Choose the select subject button to receive an alphabetical list of subject areas from all careers. Choose the desired term. Select your desired career if you only want classes from a specific career. Choose additional criteria to narrow your search for a specific class or list of classes. Page 2 of 5

25 2. Class Search From the Registration tab/link will take you to the Search By Subject page to enter classes into your Book Bag. Select upcoming enrollment term. Select the alphabet (defaults to A ) of the class(es) you want to book bag. A list of subjects will be displayed. Page 3 of 5

26 Using the Book Bag Cont d. Select the, to expand the subject and display the class numbers. Page 4 of 5

27 Using the Book Bag Cont d. Select the, to expand the class number and display the class sections. Select the link to add the class to your book bag for registration. Page 5 of 5

28 How to. Download Your Calendar One feature that changed significantly during the upgrade was the weekly calendar. With the upgrade to the new format the ability was lost to have a color-coded HTML generated calendar. This was a useful feature for many students, and even though the new calendar allows for a true weekly display with holidays and breaks added, it was still a significant loss. To help compensate a new feature was added that allows your weekly calendar to be downloaded into any personal calendar system. This document describes how to download your schedule to an application on your computer to a web application. Start from the Student Center Homepage, your term schedule appears on the front page and the link to your weekly schedule appears below it.

29 Once selected, you will be taken to the weekly schedule page. On this page you can set which week you wish to look at, display instructors or specific days of week. At the bottom of the page you can also find the link Export Schedule to ical. The exported file is the.ics standard which can be imported into most major calendaring systems.

30 Once you have selected the link, you will get a message box similar to the one below. In this particular case the operating system is Mac OS X. At this point you have a choice of importing into a desktop calendaring systems, e.g. ical in OS X or Exchange in Windows, or saving the file to import into an on-line calendar, e.g. Google or Yahoo. Import into Desktop Calendar (Example Apple ical)

31 How to Use the Academic Planner The new ACES, also known as Self-Service has a new planning tool called My Planner. This document will explain how to use My Planner, Book Bag, and Enrollment (dropping and adding classes). My Planner The My Planner tool is accessed via your Student Center homepage, under the Future Plans tab. This tool supports your academic planning efforts and is available for use when you are registering for classes. The purpose of My Planner is for you to develop a comprehensive plan of the classes you will need for each semester. To add classes to your planner, click on the button. From the list of courses that appear you may view the class details by clicking on the course description or move the course to your planner. To move the courses directly to your Planner, select your desired course and then choose the button. Page 1 of 3

32 My Planner cont d. When you have completed selecting courses from the Course Catalog, click on the my planner tab at the top of the page to return to your main Planner page. Page 2 of 3

33 My Planner cont d. Classes may be added to a specific term or left unassigned. You may add classes from the Course Catalog to your planner but please note that not all courses listed in the Course Catalog are offered every semester. Once you have added classes to your planner, you will be able to add classes from your Planner to your Book Bag on the Book Bag page. NOTE: If you get an error on the what-if report please check the number of courses in your planner. The what-if program is tuned to allow flexibility but also generate in a timely manner. The maximum number of courses in your planner combined with the courses already graded and currently enrolled cannot exceed 90. A typical undergraduate student needs 34 courses to graduate from Duke, the what-if report allows for almost 3 times that number. You should also be aware that extraneous courses in the planner will appear to fulfill major requirements even though you have no intention of taken them. Page 3 of 3

34 How To Use the What-If Report You may be thinking of changing your program of study and wonder how that change would affect your progress. You can use the What-If Report to set up and request a simulated or "what-if" advisement report based on alternate programs of study. For more information on navigation and general descriptions of the functionality available to you in the New ACES/Self-Service, please refer to the New ACES Self Service Student Information.doc in the ACES > Navigation Tips and How To section on the website. Accessing Your What-If Report Go to the Future Plans tab on the Student Homepage Creating Your first What-If Report On the What-If Report page, you will first need to create a new Report. Press the button. ACES/Self-Service Page 1 of 4

35 You will receive the Create What-If Scenario page: Choose the Program, Areas of Study and Concentration you want included in your what-if. Choose courses from the Course Catalog to add into your whatif report. First you will need to Choose, as needed, the Academic Program, Areas of Study and Concentration that you are considering. You may choose up to three. Then Submit the request. Submit the request for your report to be generated. NOTE: If you receive an error when submitting the report, verify that you have not added Course Catalog data (using the browse course catalog button). If you have return to the first step and rebuild your request - not using Course Catalog data. ACES/Self-Service Page 2 of 4

36 Viewing Your What-If Report Your request will be processed and display your new what-if report: Click on the green arrows or the expand all button to review report details. Report may be viewed in a.pdf format You may create up to three reports. After a report is generated, you may view your Saved what-if reports on the original What-If Report page. ACES/Self-Service Page 3 of 4

37 Viewing Your What-If Report, cont d. If you choose to View the report as a.pdf, verify that you have put the new Self-Service URL in your browser pop-up blocker exceptions. NOTE: The what-if report is a combination of previously enrolled classes, currently enrolled (in progress) classes and classes you plan to enroll (planner). It is tuned to allow flexibility but to generate in a timely manner. The maximum number of courses in the students planner combined with the courses already graded and currently enrolled cannot exceed 90. A typical undergraduate student needs 34 courses to graduate from Duke, the what-if report allows for almost 3 times that number. Students should also be aware that extraneous courses in their planner will appear to fulfill major requirements even though the student has no intention of taken them. ACES/Self-Service Page 4 of 4

38 Financial Aid Self Service for Students As of June 2009, the manner in which students access their Financial Aid information at Duke University has changed. Students are now able to review almost all financial aid information online, and can accept or decline most awards. The document below explains how to move through these pages. New Tab Structure You will be able to see your Financial Aid information in a tab format Aid Year Selection When you click the Financial Aid tab, you will be asked to select an Aid Year. Active Aid Years will be visible as blue hyperlinks. If your award package is not yet complete, you will see the aid Year, but it will not act as a link There are a set of buttons presented at the top of each page. These will allow you to move to another Aid Year, to send your Financial Aid Office an , or to report external aid to a counselor. o The Aid Year button will return you to this selection page o The other two buttons will activate a pop up window that will let you send an to your financial aid office. You will be CC:ed on the .

39 Financial Aid Self Service for Students Estimated Budget You will be presented budget information on this first page. It will be displayed by term, with Aid Year total

40 Financial Aid Self Service for Students Expected Family Contribution UGRD and Med students will see their Estimated Family contribution on this page. All other careers will see a message instructing them to contact their Financial Aid Office for EFC Information.

41 Accept / Decline Financial Aid Awards Step 1 Financial Aid Self Service for Students You will see your awards on this page o You can click on the item type description to read the associated award message If your award has any specific requirements, they should be visible under this link o Click the Category link to see information useful in understanding student loans Click the Accept or Decline check box next to the Award For loans, you can also reduce the award o Students can never increase an award Awards will be grayed out if o The award is a grant or scholarship, and is made in a Accepted status o The award has disbursed to your account o Loan information is being processed at your lender If an award is grayed out, you will need to speak to a counselor to make a change

42 Step 2 After you submit your Award package, you will see a summary page Financial Aid Self Service for Students

43 Financial Aid Self Service for Students Step 3 After you submit your award successfully, you will return to the Accept /Decline page. If you are a First Time Borrower at Duke, you will be presented with a pink prompt box, asking you to review your loan information. o Click the Review Loans button to go the View my Loan Info page If you are a Returning Borrower, no pink prompt box will display. The lender from your previous loans will be automatically selected, unless you direct your Financial Aid Office otherwise. o You can contact you Financial Aid Office by clicking the Request Counselor Action button at the top of the page.

44 Financial Aid Self Service for Students View Awards Note If you clicked the Review My Loan Info button, you will be taken to the next page in this document. You can return to the View Awards page at any time.. You can review your Financial Aid awards on this page You can review the associated award messages by clicking the Award Description Your awards can be seen by Aid Year and by Term

45 View my Loan Info Financial Aid Self Service for Students First Time Borrowers will see pink prompt boxes o You will see a prompt box for your Stafford, GradPLUS or Perkins loans o Follow all directions to complete loan requirements for each type of loan you have If you are a Returning borrower, no pink prompt box will display. The lender from your previous loans will be automatically selected, unless you direct your Financial Aid Office otherwise. o You can contact you Financial Aid Office by clicking the Request Counselor Action button at the top of the page. Please note the following o The pink prompt boxes will not go away immediately after you have completed lender selection or Entrance Counseling. The Student Loan Office must be notified by your lender that these requirements have been completed before this page will be updated. This process typically takes several days. To verify these requirements are completed, review your ToDo list in the Student Center, or return to this page. o Your lender will not immediately populate on this page. It will take one or two days for this information to move through the loan systems. To verify your lender selection, return to this page in several days.

46 Financial Aid Self Service for Students View Scheduled Disbursements You will be able to see the scheduled disbursements for your awards These are the scheduled disbursement dates, but may not be the actual dates, if you have applied for a loan later in a semester Non disbursing aid (Work Study, stipends, etc) will not show on this page.

47 How to View Invoices/Bills Students have the ability to view or print their bills from the Student Center Home Page. Open the other financial Finances drop-down menu in the Finances section and choose Bills. Viewing and Printing Bills/Invoices Below the DukePay icon, you will see a list of your invoices. To open the invoice, click on the link for the.pdf to open. Click on link to open a.pdf of your invoice. NOTE: Pop-Up Blockers - If you have problems opening the invoice, first verify that you have added the new ACES URL or this page to your pop-up blocker exceptions. Without this, these documents will not open. If you have problems viewing your invoice, contact the OIT Help Desk at or If you have questions about the information on your invoice, contact the University Bursar s Office at or

48 How to Make a Payment Students have the ability to make payments in the new ACES/Self Service. From the Student Center Home Page, open the other financial Finances drop-down menu in the Finances section and choose Bills. Making an e-check payment On the Bills page, you will see the icon. Click on this icon to go to the Student Account E-check payment website where you can make your payment. NOTE: Pop-Up Blockers - If you have problems opening the E-check payment website, first verify that you have added the new ACES URL or this page to your pop-up blocker exceptions. Without this, this page will not open. If you have problems opening this website, contact the OIT Help Desk at or If you have questions about your invoice or payments, contact the University Bursar s Office at or

49 How to Add or Update Work Experience Work experience is a feature used mainly by the Fuqua School of Business - however any student may add work experience information for their own tracking. For more information on navigation and general descriptions of the functionality available to you in the New ACES/Self-Service, please refer to the New ACES Self Service Student Information.doc in the ACES > Navigation Tips and How To section on the website. From your Student Center Home Page, open the other personal drop-down menu in the Personal Information section. Choose Work Experience from the Other Personal drop-down menu. ACES/Self-Service Page 1 of 3

50 Add or Update Work Experience, cont d. The Work Experience page will open for you. If you currently have work experience entered into Self-Service, the information will appear on this page. Note: The Fuqua School of Business uses the most current work experience - by Start Date. You may edit or delete existing work experience by clicking on the or buttons. You may add new work experience by clicking on the button. The Employment Details page opens if you are editing or adding work experience. From this page, you may add or edit Employer Name, Start/End Dates, Job Title or to choose a different address or phone number Type. ACES/Self-Service Page 2 of 3

51 Add or Update Work Experience, cont d. If you want to add or update the address or phone this must be completed on your personal address or phone pages, using the Work Type Address and Phone. Work Address - To add or edit the work address, click on the link to the right of the Address Type. Update or add the work address type. Work Phone - To add or edit the work phone number Click on and you will be taken back to your Student Center home page. - From the Personal Information, other personal drop-down menu, choose Phone Numbers. - From this page, add or edit the phone number with the Type equaling Work. Now you will need to navigate back to the Work Experience page. On this page, choose the Work type for the address and the work type for phone number. This will populate the Address and Phone information. If you only updated the address information, then you may need to click on the refresh icon. Notes: You may only have one Work Address and one Work Phone Number. However you may add additional Employers with Start/End Data and Job Title information. ACES/Self-Service Page 3 of 3

52 Have Questions or need Assistance, Please Contact: For technical questions: OIT Help Desk 02 Bryan Student Center West Campus Telephone: (919) Fax: (919) Medical Students: Medical School Registrar s Office Duke University Box 3878 Durham, NC Telephone: (919) Fax: (919) For Student Records: Office of the University Registrar Duke University 114 S. Buchanan Blvd, Box Smith Warehouse, Bay 9 Durham, NC Telephone: (919) Fax: (919) For Student Account Questions: Bursar s Office Duke University American Tobacco Campus Washington Bldg., Bay Blackwell Street Durham, NC Campus Box: Telephone: (919) Fax: (919) For Financial Aid Questions: Undergraduate Financial Aid Office P.O. Box Campus Drive Durham, North Carolina Telephone: (919) Fax: (919) For general questions: SISS Office PO Box Durham, NC Telephone: (919) Graduate and Professional Students May Contact their local School Administrative Offices.

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