Core Services

EAS systems provide the core application services that support the "running of the university" including administration of students from the time they are prospectives through graduation, administration of faculty and staff, university financial management and a variety of auxiliary services.

Auxiliary Systems

Various online application services support University "auxiliary" operations. Online services are available for the Parking Office to view details of parking permits and violations. Students and faculty, in turn, may use the Parking Department's web services to pay for parking permits and citations. Online services are also available for the Telephone Office, who may view and update information on the University telephones.

Online screens for campus Educational Opportunity Fund (EOF) offices are available to update the EOF data and to review historical data on EOF students. A reporting system runs weekly that tracks all potential EOF students progress through the Admission, Financial Aid and Registration processes for the Financial Aid office. There is also an annual report that runs from the SRDB checking annual progress for EOF students for the EOF department.

College Assessment Research

The College Assessment Research System (CARS) supports the Office of Institutional Research. Online services allow authorized users to view demographic data from the SRDB and test scores and placements for English, Mathematics and Foreign Languages for first time and transfer students. The placement information is also used by the Web Registration System for course enrollment decision making.

Batch services include generation of a series of reports used by university departments to place and advise students in registration decisions.

Course & Room Scheduling Systems

The Course and Room Scheduling Systems support the University Scheduling Office. Online services allow authorized users to view and update course/section data, assign prerequisite and special permission numbers for courses, view schedules for a given classroom, search for classroom availability, make classroom assignments, view and update building/room information, view and update course scheduling assignments, assign rooms for special events, and view and enter details for special events.

Batch services include initializing new terms for classroom, special events and final exam assignments and generation of master course listings, scheduling construction sheets, event confirmation notices and space availability reports.

Data Dictionaries

Data fields and definitions are maintained for Student Services dictionaries (SRDB, SCHD, CHDB, CARS, SHOTS, ADM, FAMS) through a monthly update process. Requests for additions and updates to the dictionaries are received from the custodians of the various student databases. Paper copies are available by request. Online versions of the SRDB, SCHD and CHDB are available through TSO and CAVIEW. All the dictionaries are available on the dictionary web application with several searching strategies available. Changes are also made to the MARKIV file layout, which is then used to download data to the SRDB MARKIV flat file. The SRDB default screens are also updated through this process.

Financial Aid Management

The Financial Aid Management System (FAMS) supports the University Office of Financial Aid. Online services allow authorized users to view and update student financial aid data, student award data, Direct Loan data and Pell grant data. Users can also track student-submitted documents as well as update fund balance information, specifications, and restrictions on a given fund.

FAMS batch services include processing student aid application data, packaging student awards, disbursing aid into students accounts and the general ledger, providing all necessary interfaces to federal and state lending programs and printing award letters, promissory notes, student employment authorizations, missing document letters and reconciliation reports.

Graduate Admissions Processing

The Graduate Admissions System supports the Graduate Admissions Office in various Enrollment Management activities. The Graduate Admissions batch processing system includes processing of applications submitted by students on paper and from the web. It also includes processing of fees received electronically from the Web-Online-Payment-(WOLP) process. Also processed are admission test scores received electronically from multiple testing organizations. Various reports are created for Admission staff. On-line screen application data maintenance processes are provided. Several secure FTP data feeds to and from the Graduate departments are also provided.

Identity Management

Central Authentication System (CAS) is a single sign-on service for web-enabled applications. It allows users to authenticate once and automatically be logged into additional applications for the duration of the browser session.

University’s Directory Service uses the Lightweight Directory Access Protocol (LDAP) to support authentication and provide directory information to units throughout the University. Typical usage includes: verifying user NetIDs/passwords, verifying users membership in the Rutgers community, retrieving an employee's contact information, confirming a student's course registration, and accessing the email directory (some mail clients).

Person Registry is the new enterprise wide system being implemented for the creation and maintenance of users' electronic identities at the university, it will also provide data for use in provisioning resources users are permitted to access.

Kerberos is the main password store used at the University for NetID and central OIT Unix machine authentication. When a user or application authenticates against either CAS, LDAP, RCI or ICI, the password is checked against the password stored in Kerberos.

SafeWord authentication service provides a two-factor, one-time password authentication. All users of the service are individually registered with the system and the resulting security is much stronger than traditional static-password technologies. This technology is used to secure various systems and services run by ESS and may be utilized by groups within Rutgers. The service is funded by fees charged to users which cover the costs of SafeWord and licensing.

For more detailed information, see Identity Management.

Off-Campus Reporting

Reports and files are created from our system in support of the Off-Campus Reporting which supports the Office of Budget and Resource Studies. These reports/files run in the fall, spring and summer to reflect head-counts, courses and credits by school for off/on campus students and courses.

Student Billing & Payment Processing

The Student Accounts Receivable (SAR) System supports the University Student Financial Services (SFS) Office. SAR processes transactions related to student billing and accounts receivable and is tightly integrated with SIMS and FAMS. Online SAR application services provide authorized users the ability to view student charges and credits, make adjustments to student accounts, create or cancel student refund checks, create financial holds for individual students, and update control dates that define designated time periods when adjustments and exceptions are allowed. In addition, it allows the students to submit credit card and echeck payments and receive ACH refunds.

SAR batch services include the calculation of term bills and student refunds and the generation of term bills. SAR also provides an interface to a commercial product licensed by SFS for collection of transactions from the distributed network of SFS cash registers. This SAR interface collects student financial transaction data and books it to the Financial Accounting System (FAS) general ledger and to the SAR system.

Student Exchange Visitor Information System

The Student/Exchange Visitor Information System (SEVIS), is used to electronically track information on international students, scholars and their dependents who hold F-1, F-2, J-1 or J-2 non-immigrant status.

Vendor product processes transactions from the SRDB and sends to the INS for compliance review. Transactions and appropriate forms are returned to the product for acceptance and printing. This application is used by the admissions and international student offices on the three campuses.

Student Health System / Student Health Online Tracking System

The Student Health System supports the Rutgers campus health centers. A weekly data file created from the SRDB and Payroll presents health center staff with faculty, staff and student eligibility information. The Student Health System then uses this file in their own system to verify eligibility for health services.

The Student Health Online Tracking System (SHOTS) provides authorized users with the ability to input immunization data that is collected in accordance with the New Jersey Immunization Law and the University Immunization Compliance.

Student Information Management & Registration

The Student Information Management System (SIMS) supports the University Registrar's Office and has as its hub the Students Record Data Base (SRDB) which is the central data repository for student information and student records management. Online application services allow authorized users to search for, view and update student records data and student transcript and degree data. Users may also display enrollment and projected enrollment data, display commencement data, perform registration and add/drop for individual students, set registration restrictions for individual schools, request transcripts and certifications and set control dates that define designated registration, add/drop and withdrawal time periods.

SIMS batch services include term grade processing, calculation of degree credits and averages, registration cancellation for non-payment and academic or financial holds, the generation of student transcripts, class rosters, term grade reports, certifications, diplomas, academic warning notices, student enrollment reports, term grade mailers, registration cancellation notices and classroom change.

Student Unit Record Enrollment (SURE)

The Student Unit Record Enrollment process provides files of enrollment and degree-awarded data to the Office of Institutional Research and the New Jersey Commission on Higher Education. This data is used for reporting institutional data to the US Department of Education, Integrated Post-Secondary Education Data System (IPEDS) for the Federal Government and official enrollment and degree statistics.

Undergraduate Admissions Processing

The Undergraduate Admissions System supports the Undergraduate Admissions Office in various Enrollment Management activities. The Undergraduate Admissions batch processing system includes processing of applications submitted by students on the web and fees received electronically from the bank and from the Web-Online-Payment-(WOLP) process. Also processed are admission test scores received from testing organizations, creation of student notification letters and admission certificates. Various reports are created for Admission staff. On-line screen application data maintenance processes are provided. Several secure FTP data feeds to and from the Undergraduate Admissions department are also provided.

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