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The Student Information System (SIS)

What is the Student System Project (SSP)?
The third and final phase of the University's plan to replace all of its administrative information systems is to implement a student information system that will be integrated with the finance and human resources applications.  We envision a system that enables all student-related administrative processes (from recruitment and application to graduation and beyond) to be carried out electronically, with only “value-added” manual effort required by students, faculty, and/or staff. 

What is the Student Information System (SIS)?
The new student information system (SIS) replaces ISIS and creates the University’s new system of record for admission, student finance, and registration and records. Systems that currently provide data to or extract data from ISIS may also be involved with the implementation of a new student information system. It is expected that the new system provides greater functionality, accuracy, depth of information, consistency, and security centrally than is possible in current shadow or supporting student systems across the University and, therefore, provides significant benefit to all participants.  

Why is SIS being implemented?

The system and the technology that support SIS will:

• Improve student service delivery
• Provide a secure and scalable environment for self-service
• Reduce paper based processes
• Reduce the need for shadow systems, where appropriate
• Increase online access to information in a secure environment
• Support one level of approval as the standard for transactions, where appropriate
• Standardize administrative processes, where appropriate, so that they can be effectively supported in a central system
• Standardize data definitions where appropriate to improve reporting
• Support compliance with laws and regulations.

When can I start using the SIS?

SIS became the official system of record for all University of Virginia students for the fall 2009 term.

 

What happened to the Course Offering Directory (COD)?

A Course Catalog and Schedule of Classes (SOC) will replace the Course Offering Directory (COD). The implementation of the SIS required the creation of a course master file or Course Catalog. A course must exist in the Course Catalog before a class can be scheduled for that course.  The University Registrar (UREG) maintains the Course Catalog. 

 

The course numbers appear to be different.

All course numbers now have 4 digits instead of 3 digits. Use the crosswalk at www.virginia.edu/registrar/search.php to find a new course number based on an old one. In general, the first digit of the new 4-digit number indicates the level of the course as it did in the previous course numbering scheme. Many courses were renumbered simply by adding a zero to the end of the existing 3-digit number.


How will I pay for my courses?
The University of Virginia, in partnership with Nelnet Business Solutions, an e-commerce service provider, allows students to make payments through an electronic system called QuikPay@UVA.  Payments can be made by e-check or by credit card and will be posted to your account by the next business day.  Payments can also be made with paper check and mailed.

Within the QuikPay@UVAsystem, all payments by credit card (MasterCard, American Express, and Discover) are accepted and processed by Nelnet Business Solutions.  A 2.75% nonrefundable fee is charged by Nelnet Business Solutions for this service.  There are no service fees for e-check payments.  

The QuikPayTM system is used by many universities for account payment and was developed under the highest Internet security standards.   

Is the system secure?
The University of Virginia is committed to offering a very secure online account payment system.  Our business partner, Nelnet Business, has designed the QuikPay system to use a combination of firewall systems, encryption and intrusion detection to protect their data.  Customers are first authenticated in the Student Information System (SIS) by providing their username and password, and then securely passed to the Nelnet Business Solutions system using a 128-bit MD5 encryption scheme.  All billing data exchanged between U.Va. and Nelnet Business Solutions is first compressed, then encrypted using PGP encryption, and transmitted using Secure File Transfer Protocol.  

Nelnet Business Solutions is fully compliant with Family Educational Rights and Privacy Act (FERPA) and the Gramm-Leach Bliley (GLB) Act.  

Why is VISA not accepted?
VISA’s association rules will not permit the vendor to charge a percentage service fee and would require U.Va. to charge the same fee for ALL transactions, including e-check or paper check.  
 

If I want to mail my payment, where would I send the check?
Payments should be mailed to the SCPS Regional Center through which you are enrolling. Address information can be found at www.scps.virginia.edu/centers.php  

My e-check payment was returned “No Account/Cannot Locate”, or “Non-Transaction Account”.  What does this mean?

  •  “No Account/Cannot Locate” usually means the account number structure is valid and will pass the editing tests, but the financial institution cannot match it to the individual, or it is not an open account.  In this instance the payer should contact their financial institution for the correct information to use in an ACH debit transaction.

  • Non-Transaction Account” means the account the payer is attempting to use is restricted from ACH debit transactions.  The payer should submit a different account to use for e-check payments, or mail in a paper check for payment.

What are e-checks?
An e-check is an electronic direct debit to your checking or savings account.  Any checking or savings account can be used, provided it allows a direct draft, and is drawn against an account with a US bank.  We can only accept payments in US dollars.  When making an e-check payment, you must provide your routing number and checking or savings account number.  Please verify this information with your financial institution.  

You have the option to have the system retain your bank account information or you may enter it each time you make a payment by e-check.  Payers can only see their own bank account information.  Authorized payers cannot see the student’s banking information and students cannot see that of the authorized payers.   

There is no service charge for using an e-check to pay your bill.  After you or your authorized payers makes an e-check payment, you will receive an e-mail confirmation, and a payment will post to the student’s account overnight and will show in the Student Information System (SIS) the following business day.  Subsequent verification of bank account number and funds availability through the ACH (Automated Clearing House) system will take place and the debit to your bank account will occur no later than 24 hours after the payment transaction is completed online.  Therefore, to avoid overdrafts, it is strongly recommended that there are sufficient funds available at the time of payment.   

Equity line accounts and investment accounts cannot be used for ACH debit transactions.  Please verify account information with your financial institution if you are uncertain.  

What credit cards are accepted?
The QuikPay@UVA service provider (Nelnet Business Solutions/Moneris) accepts MasterCard, Discover and American Express for payment of tuition, fees and other charges.  VISA credit cards are NOT participating in this program.  A 2.75% norefundable service charge will be charged by the service provider to the payer for all credit card payments.  Credit card information is verified at the time of the transaction.   

When I pay by credit card, why do I see the “Nelnet Business Solutions” logo?
The University of Virginia has contracted with a service provider, Nelnet Business Solutions, to process credit card payments for tuition, fees and other charges.  Credit card payments are processed by Nelnet Business Solutions through Moneris Solutions.   

Is there a service charge for paying by credit card?
Our service provider charges a 2.75% nonrefundable service charge for all credit card payments.  The payer will receive separate payment receipts via e-mail for the tuition payment and service charge if the credit card payment option is selected.  The service fee is not paid to the university and is not refundable.  There is no service charge for paying by e-check.  

If I am paying by credit card, will I see and approve the service charge?
Yes. You will see the credit card fees and the amount of the service charge.  You will get two emails: one for the payment that was applied and one for the amount of the service charge.

Can I still make payment at the Center Office?
The hours of operation vary among the SCPS regional centers, however most are open between 9 a.m. and 5 p.m.  Payments by cash (exact cash required,) check or money order are accepted.  If you wish to pay by e-check or credit card, you can do this from your own computer or from one of the public computers at an SCPS regional center.  One of the many reasons we have implemented the new electronic system is to improve customer service by providing an easy, convenient method for customers to pay online without having to stand in line or wait for the mail to deliver your payment.   

Can I pay by credit card or e-check at the Cashiers Office?
Only the Nelnet Business Solutions QuikPay@UVA system, which is our credit card service provider, can accept a credit card payment, and only students/customers and authorized payers can access QuikPay@UVA.  SCPS cannot accept either credit card payments or e-check payments on your behalf either in person or by telephone.  While SCPS staff can view your statement information within QuikPay@UVA and monitor payment activity, for your security, credit card or bank account information is not available to our staff.  

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